Decision details

Approval to award contract for Off-site Archiving

Decision Maker: Assistant Director - Legal and Democratic Services

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


The Council requires a contractor to provide a service for the secure storage, disposal and retrieval of its paper records that it must still retain a copy of in line with the Council’s GDPR / Data Protection Act 2018 and Retention Policies. This allows maximisation of Forum space and compliance to regulation. The contractor also offers a scan back service which aligns with Council Strategy on being paper-light.
This is a corporate contract used by all departments within the Council.
The Contract period will be for an initial period of 5 years with the option to extend the contract by a further 2 years. The commencement date for the contract will be 1 April 2020
This service has been tendered in accordance with the Council’s Standing orders and is below the EU threshold in terms of value


The approval to award contract for Off-site Archiving to DataSpace (UK) Limited

Alternative options considered:

The Council are required to tender this contract in line with the Council's Commissioning and Procurement Standing Orders.
By going through a tender process, it allows the Council to demonstrate that the contract is delivering value for money.

Publication date: 28/02/2020

Date of decision: 28/02/2020

Accompanying Documents: