✓Tender information last checkedLast checked 16 Oct 2026, 12:21.
Opportunity overview
National Records of Scotland (NRS) is a Non-Ministerial Department of the Scottish
Government. Our purpose is to collect, preserve and produce information about
Scotland's people and history and make it available to inform current and future
generations. This includes selecting, preserving and making available the national
archives of Scotland.
NRS currently relies upon Axiell CALM as its primary collections management system.
The system forms part of a wider Access and Collections Management ecosystem
supporting accessioning, cataloguing, conservation, search room services, reader
services, collection access and online public discovery. Axiell CALM reaches end-of-
support on 31 December 2027, creating a requirement to identify and implement a
replacement solution before this date.
This Request for Information (RFI) is intended to help NRS understand the current
market and determine whether suitable commercial solutions exist that can replace
the current collections management capability and potentially consolidate a number of
associated legacy applications into a more integrated platform.
This exercise is a Request for Information only and does not constitute an Invitation to
Tender.
Classification
CPV72268000 — Software supply services
CPV48000000 — Software package and information systems
Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.
Scope, procedure and submissions
Id
ocds-h6vhtk-078939
Status
planned
Main Procurement Category
services
Legal basis
Id
32014L0024
Scheme
CELEX
Classification
Scheme
CPV
Id
72268000
Description
Software supply services
Communication
Future Notice Date
16 Jun 2027, 00:00
Covered By
GPA
Lots and requirements
Entry 1
Id
1
Description
See attached documentation
Status
planned
Items and delivery
Item 1
Id
1
Related Lot
1
Additional Classifications
Entry 1
Scheme
CPV
Id
48161000
Description
Library management system
Entry 2
Scheme
CPV
Id
79995000
Description
Library management services
Entry 3
Scheme
CPV
Id
48000000
Description
Software package and information systems
Entry 4
Scheme
CPV
Id
48100000
Description
Industry specific software package
Entry 5
Scheme
CPV
Id
48311000
Description
Document management software package
Delivery locations
Entry 1
Region
UKM75
Delivery Location
Description
National Records of Scotland, General Register House
1 published notice version reviewed by ProcuraAxis.
1 VERSION
1
097806-2026planning ·
PROCURAAXIS ANALYSIS
ProcuraAxis Analysis
Our approved analysis of the opportunity appears below the official tender information.
ANALYSIS PREVIEW
Opportunity intelligence at a glance
Early-stage Request for Information (RFI) by National Records of Scotland (NRS) to understand whether commercial solutions can replace its Axiell CALM collections management capability before end-of-support on 31 December 2027, with potential consolidation of associated legacy applications. This is not an Invitation to Tender and bidding is not stated to be open.
Who this may suit
Potential fit for suppliers with commercial collections, archives, library or document-management software solutions. Supplier eligibility, submission requirements and final scope are unknown at this planning stage.
Key points identified
Replacement capabilityA solution capable of replacing the current collections management capability is being explored.Evidence: “identify and implement a replacement solution” and “replace the current collections management capability”
Potential platform integrationPotential consolidation of associated legacy applications into a more integrated platform.Evidence: “potentially consolidate a number of associated legacy applications into a more integrated platform”
Current functional contextThe current ecosystem supports accessioning, cataloguing, conservation, search room services, reader services, collection access and online public discovery.Evidence: “supporting accessioning, cataloguing, conservation, search room services, reader services, collection access and online public discovery”
91% approved-analysis confidence5 supplier criteria identified3 risks or unknowns
ProcuraAxis structures information found in published procurement records, checks the result for consistency and publishes only approved analysis. Confidence describes the completeness and consistency of the available source information; it is not a guarantee of eligibility or contract award.
Early-stage Request for Information (RFI) by National Records of Scotland (NRS) to understand whether commercial solutions can replace its Axiell CALM collections management capability before end-of-support on 31 December 2027, with potential consolidation of associated legacy applications. This is not an Invitation to Tender and bidding is not stated to be open.
Who this may suit
Potential fit for suppliers with commercial collections, archives, library or document-management software solutions. Supplier eligibility, submission requirements and final scope are unknown at this planning stage.
Key deliverables
Information on commercial replacement solutions for collections management
A solution capable of replacing the current collections management capability is being explored.
View supporting evidence
“identify and implement a replacement solution” and “replace the current collections management capability”
Potential platform integration
94% confidence
Potential consolidation of associated legacy applications into a more integrated platform.
View supporting evidence
“potentially consolidate a number of associated legacy applications into a more integrated platform”
Current functional context
93% confidence
The current ecosystem supports accessioning, cataloguing, conservation, search room services, reader services, collection access and online public discovery.
View supporting evidence
“supporting accessioning, cataloguing, conservation, search room services, reader services, collection access and online public discovery”
Supplier eligibility
99% confidence
Unknown.
View supporting evidence
No eligibility criteria are stated in the supplied notice.
SME/VCSE suitability
99% confidence
Unknown.
View supporting evidence
Suitable-for-SME and suitable-for-VCSE fields are not stated.
Request for Information only; procurement method is unknown.
View supporting evidence
“This exercise is a Request for Information only and does not constitute an Invitation to Tender.” Procurement method fields are null.
Submission deadline
99% confidence
Unknown.
View supporting evidence
submission_deadline is null.
RISKS AND UNKNOWNS
Points requiring attention
Early-market status
99% confidence
This is an RFI, not an Invitation to Tender; final procurement route, submission requirements, commercial terms and timetable are unknown.
View supporting evidence
“This exercise is a Request for Information only and does not constitute an Invitation to Tender.”
Scope dependency
98% confidence
Detailed scope may be in referenced attached documentation, which was not supplied.
View supporting evidence
Lot 1 description: “See attached documentation”; supplied documents array is empty.
Functional scope uncertainty
91% confidence
The listed ecosystem functions describe the current environment; the notice does not explicitly confirm that every function will be included in the replacement scope.
View supporting evidence
The notice describes the current system as part of an ecosystem “supporting accessioning, cataloguing, conservation, search room services, reader services, collection access and online public discovery”.
ProcuraAxis analysis supplements, but does not replace, the original notice and tender documents. Always verify eligibility, deadlines and commercial terms with the issuing authority.
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