Secured Document Storage and Destruction Services

The Vendor is required to provide or secure long-term provisioning of secure off-site storage and destruction of physical records and documents, on an "as and when requested” basis over a period up to ten years.
- The services would be to provide secure storage services of physical documents up to the protected B level (paper, hard copy etc.).
- The work includes providing destruction services for stored documents and documents at agency facilities.
- Storage Capacity - receive, record and store documents/records material, such as, but not limited to correspondences, memoranda, books, plans, maps, drawings, diagrams, pictorial/graphic works, photographs, films, microfilms, sound recordings, videotapes, machine readable records and any other documentary material regardless of physical form or characteristics of approximately 36,000 cubic feet in the national capital region and 15,600 c.f. in the city area.
- Staff - Provide local personnel from the Records Warehouse Facilities to be available to answer Authorized agency employee’s enquiries for pick up, delivery and destruction requirements during normal working hours of 8am - 5pm Monday to Friday inclusive in all of the time zones in which services are to be provided, except statutory holidays.
- Provide, distribute, and maintain adequate supplies of all necessary forms, bar codes, and labels as may be required to effectively provide the necessary storage services.
- Provide transportation, equipment, and personnel for the pickup/ delivery and destruction requests, including mobile on-site destruction services.
- Provide a Certificate of Destruction which identifies the material destroyed, the date of destruction, and the signature of the Contactor’s employee who witnessed the destruction.
- Provide a closed loop destruction service (unbroken chain of custody from storage to certified confidential destruction)
- The same levels of security and protection of information must be provided in the destruction facilities as are required for storage facilities.
- Minimum metadata requirements must include tombstone data
• Locating/ finding aids and data
• Bar code, unique identifier data
• Ownership data
• Description(s)
• Dates
- Metadata requirements may include:
• Accession Number
• Amended Date
• Client ID
• Creation Date
• Cost Centre (owner)
• Cost Centre (bill to)
• Container Number
• Container Bar code
• Location Description
• Container Type
• Container size
• Essential Record
• Security Level
• Container Group Category
• Received Date
• Record Date Range
• Record Description
• Disposition Planned Date
• Client Disposition Decision
• Disposition Approved Date
• Actual Disposition Date
• Disposition Method
• Estimated Usage
• Media Type
• Physical placement to storage location
• Open metadata fields for custom entry
- Comprehensive, real-time view of inventory
• Ability to filter, search and view using both Contractor and agency defined metadata
• Ability to run reports on holdings and associated metadata
• Ability to request retrieval of items in inventory including desired date and pick up or delivery options
• Accurate retrieval requests and delivery timing
• Ability to request destruction of items in inventory
- User-Enabled Account Management functionality
• Ability to update/make change to authorized users list
• Ability to set up/establish new user organizations
- Invoice tracking and issue management
• Ability to review, track payment and export invoices
• Ability to submit issues and track progress
• Inventory data conversion capabilities and services
• Training and service program implementation
• Upload mass metadata changes and additions Reports to include
• Inventory
• Billing
• Adhoc or user defined reports
• Destruction eligibility.
- Contract Period/Term: 3 years