Records Storage Services

The vendor is required to provide that off-site records storage may include, but are not limited to, court cases, law enforcement investigations, projects, client files, and crime victim claims.
- Provide a secure, climate-controlled, managed storage warehouse that could handle our office’s approximately 5,000-6,000 record boxes which may range in standard, letter, or legal banker-sized boxes as well as records of varying formats like paper, film, and electronic media.
- Retrieval and secure transportation of the current 5,000-6,000 record box inventory from our current off-site record storage based to the vendor’s record storage facility that is located within the state.
- Upon collection of record boxes, the vendor must upload current inventory into their online inventory system and:
• Index boxes within their barcoding system.
• If necessary, add previous vendor’s barcoding information.
• Assign the same descriptive information to the boxes, such as box description, open date, close date, retention schedule, notes, etc. that were detailed by previous vendor.
- Provide an online storage inventory system that will allow the agency to manage, order for delivery, order for destruction, and request scanning of boxes and files in storage.
- The agency, provide the retrieval and delivery of record boxes from the various agency locations to vendor’s warehouse for off-site storage.
- Collection and secure transportation of new record boxes to be added to the inventory.
- The vendor must enter information into their online inventory system and index boxes within their barcoding system.
- Provide secure, on-site record destruction services by means of crosscut shredding using strict security standards as prescribed by the international secure information governance and management association 1 and its national association for information destruction (NAID) AAA certification and the ago.
- The destruction and shredding of records, all paper shall be burned or pulped, and a certificate of destruction will be provided to the agency.
- Provide scan-on-demand services upon request and provide the deliverables via secure file transfer protocol (SFTP) to the agency.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: March 14, 2025