The Vendor is required to provide off-site physical records storage and management services for offices
- Provide a managed services provider (MSP) to store its paper-based records inventory and to provide records management services.
- The MSP must ensure that the offices paper records inventory is identified, accessioned, physically stored, and made available to the department.
- These documents are retained and disposed of in accordance with the retention and disposition scheduling requirements set out in the department’s relevant legislation and corporate policies.
- Offices has a requirement to send its closed physical records to offsite warehouses for storage to be retained until their retention periods are met and the records can be disposed.
- Receive, record and store documents/ records material, such as, but not limited to correspondences, memoranda, plans, maps, drawings, diagrams, pictorial/ graphic works, photographs, films, microfilms/microfiche and any other documents regardless of physical form of characteristics.
- Grade and be completely free of leaks or other openings and include a climate controlled fire-resistant vault, for all geographical regions, for storage of electronic records, designed to protect against corruption, contamination and exposure.
- The vault must be capable of maintaining a temperature of 18 degrees Celsius (+/- 2C) and 40% relative humidity (+/- 5%). The vault must further be capable of maintaining a low particulate contaminant environment. The climate control specifications above only apply to the vault and not to the general records storage area.
- Be monitored 24 hours a day, seven days a week for fire, floods and unauthorized entry.
- Be protected by smoke detectors according to local fire codes and have appropriate fire extinguisher equipment positioned throughout the facility that is well marked as to their locations, a sprinkler system and an intrusion alarm system, all monitored by the MSP's own security resources or a security service company twenty-four (24) hours a day, seven (7) days a week.
- Allow for all information holdings regardless of medium to be stored on clean fire-resistant shelving units, properly braced and at least three (3) inches off the floor and all shelving must meet local seismic and fire code regulations for use in a document or media storage facility.
- Have the Receiving and Shipping dock(s) adjacent to the Records Warehouse capable of accommodating vehicles up to and including semi-trailers.
- The metadata requirements:
• Accession Number
• Amended Date
• Client
• 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
• Archivist Disposition Decision
• Disposition Approved Date
• Actual Disposition Date
• Disposition Method
• Estimated Usage
• Media Type
• Physical placement to storage location
- Onsite shredding refers to materials destruction performed at or near office location using a mobile shredding unit. This service includes collection and secure destruction of office paper-based materials via shredding.
- Contract Period/Term: 3 years
