Records management

Tender description

The purpose of this tender is to appoint a single supplier who will be responsible for the provision of a records management service which shall include: An on-site records management service. The primary business as usual operational elements of the records management requirements are: • intake and return of records; • storage of records; • retrieval; • destruction of records; • secure removal of confidential waste; • management and maintenance of records management IT system; • user support; • provision of records management consumables. As well as the BAU requirements listed, the specification also includes the requirement for a full File Audit of all records in storage. This will include the validation, reconciliation and consolidation of all items. The services will require that the successful supplier will be responsible for the provision of a records management service which shall include the requirement to undertake a file audit and consolidation exercise over the contract period to validate the DWP record holdings and manage the space effectively within the Heywood Store. This is to ensure that come the end of the contract term, the boxes DWP plans to transfer to an off-site facility are at the optimum capacity and contents are validated as accurate. DWP currently utilise the O’Neills system as it’s records management IT system and the successful supplier is required to fully manage and maintain the system on behalf of DWP. The supplier will be required to provide a help‑desk service to answer DWP user's enquiries in relation to the records management IT system and other general service enquiries related to the provision of the services.