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The YORK REGION DISTRICT SCHOOL BOARD has issued a Tender notice for the procurement of a Records and Information Management (RiMS) in the Canada. This Tender notice was published on 01 Aug 2026 and is scheduled to close on 21 Aug 2026, with an estimated Tender value of Refer Document. Interested bidders can access detailed Tender information, eligibility criteria, and complete bidding documents by referencing TOT Ref No. 146365489, while the tender notice number is 26R357 and Registering on the platform.
Procurement Summary
Country: Canada
Summary: Records and Information Management (RiMS)
Deadline: 21 Aug 2026
Posting Date: 01 Aug 2026
Other Information
Notice Type: Tender
TOT Ref.No.: 146365489
Document Ref. No.: 26R357
Competition: ICB
Financier: Self Financed
Purchaser Ownership: Public
Tender Value: Refer Document
Purchaser's Detail
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Email: Login to see tender_detailsLogin to see details Tender Details The York Region District School Board (the “Board”) is seeking a vendor and service provider to deliver comprehensive off-site physical records storage services, along with the ability to modernize the Board-s Record and Information Management Program to support digital transformation, indexing of box and file level data, provide improved accessibility, efficiencies, and cost-savings, and to enhance privacy, information, and cyber security to support regulatory compliance and risk mitigation. This modernization includes the digitization of paper-based records currently stored both on-site and off-site. Documents
The records are sensitive in nature and must be securely stored in both their paper-based and digital formats. Retention periods vary and may range from as little as one year to the full life of the Board. Ontario Student Record (OSR) folders and student transcripts must be retained for 50 years.
The Board is responsible for collecting, creating, maintaining, retaining, and securely destroying a wide range of electronic and physical records in accordance with various legislative and regulatory requirements. Records include but are not limited to student, administrative, governance, financial, legal, planning, engineering, human resources, and other operational records.
The Board currently has over 9000 boxes of physical records stored with an offsite vendor with destruction of approximately 500 boxes annually and the addition of approximately 30 boxes monthly.
Currently, records are managed through a combination of paper-based and electronic systems across corporate and school-based locations.
The Board spends approximately $135, 000.00 annually. This is an estimate only and should not be construed as a guarantee; rather it is shown to provide an indication of the potential of this Contract.
Proponents are hereby invited to propose the lowest net prices, including all charges for which the Proponent is prepared to furnish services requested herein...
Show Categories : Business Services, Document Destruction, Transcription Services, Records Management, Scanning Services, Document Conversion services, Professional, Strategic, Administrative or Management Services
More Details
Bid Classification: Services
Procurement Documents for Canada
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