Offsite Records Services

The Insurance Corporation of British Columbia requires a vendor to provide comprehensive offsite records services for its government authority located in North Vancouver, British Columbia. The agency needs to solve the challenge of managing physical and digital records securely while ensuring full compliance with privacy, security, and records retention requirements. The selected vendor will manage the entire records lifecycle, including secure storage, inventory tracking, scheduled and rush retrievals, refiling, and authorized destruction with certified audit trails. The scope of work covers records preparation, which involves removing non-compliant materials like binders, clips, and staples, organizing files according to agency classification standards, and packing them into approved boxes. Additionally, the agency requires digitization services, including image-on-demand scanning into formats such as PDF/A or TIFF, and the cleaning, scanning, and metadata indexing of microfiche records. Secure transportation and strict chain-of-custody controls must be maintained for all physical record transfers. Eligible bidders must perform all work offsite and must be located onshore within Canada. The agency is seeking proposals to establish a contract for a one-year period. Bidders must submit all questions regarding this opportunity no later than June 11, 2026.