Physical Records Management Digital Solution

{
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  "date": "2024-02-02T15:23:21Z",
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  "buyer": {
    "id": "GB-FTS-100363",
    "name": "Historic England "
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    "title": "Physical Records Management Digital Solution",
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    "description": "Background1.\tHistoric England (the Authority) uses a legacy software application (TRIM version 7) for the management of non-electronic physical records.  Physical records managed in TRIM range from documents of historical significance to business and personnel paper records.2.\tTRIM has been through several iterations of product identity and original ownership since first implemented, prior to the establishment of Historic England, for English Heritage.  The version currently in service has been end of sale and out of vendor support for nearly a decade.  Historic England wishes to replace the functionality offered by TRIM through implementing a modern and fully supported digital solution that addresses operational risks and issues associated with continuing to run an obsolete and unsupported system.3.\tThis requirement relates solely to the management of physical records.  While it is known that some candidate digital solutions also offer such functionality, management of electroni",
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      "name": "Historic England ",
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      "address": {
        "region": "UK",
        "locality": "Swindon  ",
        "postalCode": "SN2 2EH ",
        "countryName": "United Kingdom",
        "streetAddress": "The Engine House  Fire Fly Avenue  "
      },
      "details": {
        "url": "https://historicengland.org.uk/"
      },
      "identifier": {
        "legalName": "Historic England "
      },
      "contactPoint": {
        "email": "Procurement-HE@HistoricEngland.org.uk"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
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{
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  "date": "2024-02-02T13:45:45Z",
  "ocid": "ocds-h6vhtk-0436d0",
  "buyer": {
    "id": "GB-FTS-100363",
    "name": "Historic England "
  },
  "tender": {
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        "description": "1.\tHistoric England (the Authority) uses a legacy software application (TRIM version 7) for the management of non-electronic physical records.  Physical records managed in TRIM range from documents of historical significance to business and personnel paper records.2.\tTRIM has been through several iterations of product identity and original ownership since first implemented, prior to the establishment of Historic England, for English Heritage.  The version currently in service has been end of sale and out of vendor support for nearly a decade.  Historic England wishes to replace the functionality offered by TRIM through implementing a modern and fully supported digital solution that addresses operational risks and issues associated with continuing to run an obsolete and unsupported system.3.\tThis requirement relates solely to the management of physical records.  While it is known that some candidate digital solutions also offer such functionality, management of electronic records is not in scope and does not require discussion.Objectives and Desired Outcomes4.\tObjectives of the work are:a.\tThe contract with the successful supplier to implement and provide the digital solution commences April 2024.b.\tThe solution is live by July 2024 and continues until April 2028.c.\tSupport and operation of the solution is transitioned to business-as-usual by Septem-ber 2024.5.\tThe outcomes that Historic England wishes to realise are:a.\tPhysical records are managed using a solution with full original vendor support until at least April 2028.b.\tHistoric England provides first and second-line support.  The successful supplier will provide third-line support.c.\tUsers are trained, familiar, and at ease with using the solution.d.\tThe solution enables the use of TRIM in Historic England to be discontinued and IT as-sets associated with TRIM to be decommissioned.Scope6.\tWithin the successful supplier’s scope in this engagement will be:a.\tA digital solution to manage physical records.b.\tTechnical implementation of the solution.c.\tMigration of data from the legacy TRIM application to the new solution.d.\tPost-migration data validation.e.\tProvision of user guidance and any necessary training materials.f.\tEarly-life support  following release to live.g.\tSupport for the solution for the duration of the contract period.7.\tOutside of the successful supplier’s scope of work will be any decommissioning of existing IT assets.Constraints8.\tConstraints on the solution are:a.\tThe solution must be capable of single sign-on using credentials from the Historic Eng-land Azure Active Directory.b.\tThe successful Tenderer must hold valid Cyber Essentials certification for the duration of the contract.c.\tData must be hosted in the UK or European Economic Area only.Assumptions9.\tAssumptions made at this stage are:a.\tA commercial off-the-shelf solution will meet most of Historic England’s requirements, and all those marked as mandatory, with no, or minimal, modifications.b.\tSupplier support for implementation and operation will be available for the duration of the contract.c.\tClassification of information stored in the solution will be no higher than OFFICIAL-SENSITIVE and the successful supplier and solution will have suitable technical and procedural controls to protect this information (refer to appendix 4.3 for guidance).d.\tThe successful supplier will, as part of their bid, offer a service to automate and man-age the migration of all required data from TRIM to the new solution, including post-migration validation of data.Technical & Delivery Strategy10.\tAn ‘off the shelf’ software-as-a-service solution that benefits from standard service and support is preferred, if one can be found that satisfies all mandatory requirements.  If a suitable off-the-shelf solution cannot be found, the next preferred option will be to modify an off-the-shelf product.  Development of a bespoke software application, that would require special",
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    "title": "Physical Records Management Digital Solution",
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    "description": "Background1.\tHistoric England (the Authority) uses a legacy software application (TRIM version 7) for the management of non-electronic physical records.  Physical records managed in TRIM range from documents of historical significance to business and personnel paper records.2.\tTRIM has been through several iterations of product identity and original ownership since first implemented, prior to the establishment of Historic England, for English Heritage.  The version currently in service has been end of sale and out of vendor support for nearly a decade.  Historic England wishes to replace the functionality offered by TRIM through implementing a modern and fully supported digital solution that addresses operational risks and issues associated with continuing to run an obsolete and unsupported system.3.\tThis requirement relates solely to the management of physical records.  While it is known that some candidate digital solutions also offer such functionality, management of electroni",
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      "endDate": "2024-03-01T23:59:00Z"
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          "description": "1.\tHistoric England (the Authority) uses a legacy software application (TRIM version 7) for the management of non-electronic physical records.  Physical records managed in TRIM range from documents of historical significance to business and personnel paper records.2.\tTRIM has been through several iterations of product identity and original ownership since first implemented, prior to the establishment of Historic England, for English Heritage.  The version currently in service has been end of sale and out of vendor support for nearly a decade.  Historic England wishes to replace the functionality offered by TRIM through implementing a modern and fully supported digital solution that addresses operational risks and issues associated with continuing to run an obsolete and unsupported system.3.\tThis requirement relates solely to the management of physical records.  While it is known that some candidate digital solutions also offer such functionality, management of electronic records is not in scope and does not require discussion.Objectives and Desired Outcomes4.\tObjectives of the work are:a.\tThe contract with the successful supplier to implement and provide the digital solution commences April 2024.b.\tThe solution is live by July 2024 and continues until April 2028.c.\tSupport and operation of the solution is transitioned to business-as-usual by Septem-ber 2024.5.\tThe outcomes that Historic England wishes to realise are:a.\tPhysical records are managed using a solution with full original vendor support until at least April 2028.b.\tHistoric England provides first and second-line support.  The successful supplier will provide third-line support.c.\tUsers are trained, familiar, and at ease with using the solution.d.\tThe solution enables the use of TRIM in Historic England to be discontinued and IT as-sets associated with TRIM to be decommissioned.Scope6.\tWithin the successful supplier’s scope in this engagement will be:a.\tA digital solution to manage physical records.b.\tTechnical implementation of the solution.c.\tMigration of data from the legacy TRIM application to the new solution.d.\tPost-migration data validation.e.\tProvision of user guidance and any necessary training materials.f.\tEarly-life support  following release to live.g.\tSupport for the solution for the duration of the contract period.7.\tOutside of the successful supplier’s scope of work will be any decommissioning of existing IT assets.Constraints8.\tConstraints on the solution are:a.\tThe solution must be capable of single sign-on using credentials from the Historic Eng-land Azure Active Directory.b.\tThe successful Tenderer must hold valid Cyber Essentials certification for the duration of the contract.c.\tData must be hosted in the UK or European Economic Area only.Assumptions9.\tAssumptions made at this stage are:a.\tA commercial off-the-shelf solution will meet most of Historic England’s requirements, and all those marked as mandatory, with no, or minimal, modifications.b.\tSupplier support for implementation and operation will be available for the duration of the contract.c.\tClassification of information stored in the solution will be no higher than OFFICIAL-SENSITIVE and the successful supplier and solution will have suitable technical and procedural controls to protect this information (refer to appendix 4.3 for guidance).d.\tThe successful supplier will, as part of their bid, offer a service to automate and man-age the migration of all required data from TRIM to the new solution, including post-migration validation of data.Technical & Delivery Strategy10.\tAn ‘off the shelf’ software-as-a-service solution that benefits from standard service and support is preferred, if one can be found that satisfies all mandatory requirements.  If a suitable off-the-shelf solution cannot be found, the next preferred option will be to modify an off-the-shelf product.  Development of a bespoke software application, that would require special"
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        "region": "UK",
        "locality": "Swindon  ",
        "postalCode": "SN2 2EH ",
        "countryName": "United Kingdom",
        "streetAddress": "The Engine House  Fire Fly Avenue  "
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