Secure Off-Site Records Storage and Management Services

The Council is seeking a contractor to provide secure, efficient, and cost-effective off-site storage services for physical records currently held at County Hall. The records comprise approximately [quantity to be confirmed] boxes and oversized items across multiple service areas including legal files, deeds and agreements, social care records, highways and planning documentation, employee records, funding records, and property files. The successful contractor must: integrate with the Council's FileTrack records management system to track approximately [number] uniquely barcoded boxes and items; provide retrieval services for requested records; manage destruction of records in compliance with the Council's Disposal Schedule; support data owner reviews when retention periods expire; and maintain audit trails and location control. The contractor should understand that records management is complex due to the Council's diverse service delivery and mixed retention requirements. Responsibilities include secure storage, inventory management, retrieval coordination, certified destruction, and compliance with statutory obligations and best-practice standards. The contractor will work closely with the Corporate Information Governance Team throughout the transition and ongoing management of this critical service.