The vendor required to provide on-going offsite storage and records management services phase refers to the day-to-day operational services that the managed services provider (MSP) will provide to agency after the initial move and start-up phase has been completed.
- Functional requirements
1. Storage
• Storage is the physical act of safekeeping records held by the MSP in a safe and secure warehouse environment on behalf of agency.
• Receive, record and store documents and records material, such as, but not limited to correspondences, memoranda, plans, maps, drawings, diagrams, pictorial and graphic works, photographs, films, microfilms and microfiche and any other documents regardless of physical form of characteristics.
• Be above 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 constructed of fire-resistant materials and the information holdings storage area should be windowless to provide for a more efficient climate controlled and secure environment, as well as protect from possible storm damage, man-made or natural disaster.
• 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.
• Operate with a bar code system able to identify the location of all information holdings.
• Have the receiving and shipping dock(s) adjacent to the records warehouse capable of accommodating vehicles up to and including semi-trailers.
• Provide local personnel from the records warehouse facilities to be available to answer identified user’s enquiries for pick-up, delivery and destruction requirements during normal working hours of 8am – 5pm Monday to Friday inclusive in all time zones in which services are to be provided, except provincial statutory holidays for each storage location.
2. Accession
A. The minimum metadata requirements must include the following:
• Locating and finding aids and data
• Bar code, unique identifier data
• Ownership data
• Description(s)
• Dates
B. The media requiring access to storage include the following:
• Container(s)
• File(s)
• Media item(s)
C. The metadata requirements may include the following as directed by tc:
• Accession number
• Amended date
• Client
• Creation date
• Cost center (owner)
• Cost center (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.
3. Scan on demand
• Scan on demand, aka digitization, is the service of creating a digital image of a physical item in storage with the MSP on a one-off basis.
• Because the scanning of the physical item will not result in the disposal of the physical item, scan on demand is considered to be an alternative delivery option to the retrieval of physical files.
• This service is not applicable in scenarios where a large-scale digitization project is planned.
A. Scan on demand services are required for the alternative retrieval from storage of the following items:
• File(s)
• Document(s)
• Microfilm(s) and microfiche(s)
4. Archival destruction
• Certified secure destruction is the act of destroying a record using a shredder, disintegrator, or similar mechanism that renders a record unidentifiable and the issuance of a written certification attesting to the destruction of specific records.
• The MSP must provide all vehicle(s), equipment, and personnel for the pickup and delivery involved in secure destruction services.
• The MSP must provide secure destruction services for paper, microforms, and electronic media that meets the secure destruction requirements of agency.
• The MSP must have in place a media recycling and disposal program to ensure end-of-life material is managed in a secure and environmentally sound manner consistent with the principles of sustainable development.
• The MSP must provide a certificate of destruction and update the MSP inventory system to reflect the de-location (permanent withdrawal) of the item and certified destruction.
• The certificate of destruction will identify material destroyed, the date of destruction, and the signature of the identified user who witnessed destruction.
• The MSP must provide a closed loop destruction service (an unbroken chain of custody from storage to certified confidential destruction).
• The MSP must ensure that all destruction is done within country.
5. Offsite shredding
• Offsite shredding refers to materials destruction performed at a secure facility.
• This service includes collection and transport of agency paper- based materials for secure destruction via shredding.
6. Onsite shredding
• Onsite shredding refers to materials destruction performed at or near an agency office location using a mobile shredding unit.
• This service includes collection and secure destruction of agency paper-based materials via shredding.
- Contract Period/Term: 2 years
