Canterbury-Bankstown Council tenders for records management solution provider

The Canterbury-Bankstown Council in Western Sydney has put out a tender for the storage, retrieval, digitisation and destruction of council records. 

The council currently has 18,197 containers under management by its current provider. 

The council requires secure offsite records storage, with the storage facility to be climate-controlled and equipped with advanced security measures, including restricted access, CCTV surveillance, and fire suppression systems. 

Records must be catalogued using a barcode tracking system to facilitate efficient retrieval and delivery. 

The service must also include scheduled and on-demand retrieval options, secure document destruction, and compliance with all relevant regulatory and information governance requirements. 

The provider will also be responsible for a fully outsourced mailroom service, enabling the digitisation of incoming physical mail. 

This service must include secure document capture, classification, and indexing, utilizing optical character recognition (OCR) technology to facilitate seamless digital integration with the organisation’s document management systems. 

The solution must ensure timely and accurate electronic delivery of digitised mail while maintaining stringent security, confidentiality, and compliance standards.  

The proposed contract is for a period of three years, but the council may offer to extend the contract for a further two periods of up to two years in duration. 

The proposed start date for the service is 31 July 2025.