Issue - meetings
17/00018 Proposed delegation to KCC officers to award and signing of the contract for the Records Management Storage
Meeting: 22/03/2017 - Growth, Economic Development and Communities Cabinet Committee (Item 217)
217 17/00018 KCC Records Management storage reprocurement 
PDF 79 KB
To receive a report from the Cabinet Member for Community Services and the Corporate Director for Growth, Environment and Transport which asks the Cabinet Committee to consider and endorse the proposed approach or make recommendations on a proposed decision to delegate the award and signing of the contract to KCC officers following completion of the tender evaluation process
Additional documents:
- Item B3 Records management storage APPENDIX A, item 217
PDF 72 KB
- Item B3 Records management storage APPENDIX B, item 217
PDF 130 KB
- Webcast for 17/00018 KCC Records Management storage reprocurement
Minutes:
(1) Mr Hill (Cabinet Member for Community Services) introduced the report which asked the Cabinet Committee to consider and endorse the proposed approach or make recommendations on a proposed decision to delegate the award and signing of the contract to KCC officers following completion of the tender evaluation process.
(2) Barbara Bragg (Strategic Manager – Specialist and Support Services) said that the Records Management Service was an internal service managed by Libraries, Registration and Archives in partnership with the KCC Records Manager to ensure that KCC was compliant with the Lord Chancellor’s Code of Practice on records management issued under section 46 of the Freedom of Information Act 2000. She said the current contract, which was worth about £200,000 a year, was due to expire on 30 July 2017 and it was proposed to let a contract for up to ten years. Ms Bragg also said that the only secure method of retaining some records, particularly for social care relating to looked after children and adopted children, was in a physical format and that they had very long retention periods.
(3) In response to Members’ questions she said: archivists were very aware of documents and other records that needed to be retained because of their historic and other value; the need to retain particular records was reviewed at regular intervals in conjunction with the “owner” of the record; and that during the life of the new contract different approaches, including increasing the use of digital archiving, would be explored.
(4) Resolved that the proposed decision to delegate the award and signing of the contract to KCC officers following completion of the tender evaluation process be endorsed.