Offsite Records Services

The Insurance Corporation of British Columbia requires a vendor to provide comprehensive offsite records services for its facility in North Vancouver, British Columbia. The agency needs to secure the storage, handling, lifecycle management, preparation, and digitization of its physical and microfiche records. This initiative solves the agency's need for secure, environmentally controlled physical storage and efficient digital conversion while maintaining strict privacy, security, and records retention compliance. The scope of work covers secure records storage, inventory tracking, and scheduled or rush retrieval services with strict chain-of-custody controls. The selected vendor must handle records preparation, which includes removing non-compliant materials like binders and staples, organizing files according to agency-defined classification standards, and packing them into approved boxes. Additionally, the project requires image-on-demand digitization into formats like PDF/A or TIFF, as well as the preparation, scanning, indexing, and quality validation of microfiche records. Eligible bidders must perform all work offsite and must be located onshore within Canada. The agency is seeking proposals to establish a contract period of one year. Bidders must submit all questions regarding this opportunity no later than June 11, 2026.