Electronic Records Scanning and Warehousing Services

This Request for Information (RFI) (hereinafter Notice or RFI) seeks to identify commercially available opportunities for a potential single-award contract for non-personal services to provide records management services and possible electronic records warehousing for the Department of the Army. Services would support the secure storage and warehousing of Army hardcopy and electronic records.

This is NOT a solicitation for proposals, proposal abstracts, request for bids or quotations, nor a promise to issue a solicitation in the future. This RFI is solely for informational and planning purposes and does not constitute a solicitation or firm requirement. 2.0

Background The Department of the Army maintains large volumes of civilian and service member records that must be managed and stored in compliance with federal, National Archives and Records Administration (NARA) regulations, and Army policy. These records require secure management, storage, and legally compliant disposition or transfer to the NARA. This RFI supports the Army’s need for commercial, NARA-compliant electronic storage and warehousing solutions with enterprise-level reporting and oversight. 3.0 Scope of Services The Department of the Army is seeking information on commercial capabilities to provide comprehensive services for the retrieval, short-term storage, inventory, and digitization of military and civilian personnel and medical records. The

objective of this RFI is to understand industry's ability to meet the Army's

requirements and to gather insights that may inform a future Request for Proposal (RFP). The Contractor shall provide all cleared management, supervision, labor, facilities, systems, transportation, equipment, and materials necessary to perform the services required. Services must include, at a minimum: Secure Transportation – Vehicles and processes suitable for the transportation of Army records. Secure Warehousing – Secure, climate-controlled commercial storage facility for all hard-copy records, compliant with all federal standards for records storage. Electronic Inventory Management and Metadata Control - Web-based Inventory Management Application that will enable Army personnel to track records, monitor receipt, movement, control, and accuracy of the entire transaction process from the NPRC to contractor facility. Digitization – Scan hard copy files to electronic images ensuring a quality image follow production procedures and completing internal documentation & tracking indexing. NARA Transfer – Prepare and electronically transfer all permanent records and associated metadata to NARA in full compliance with NARA standards. Disposition of Paper Records – Conduct appropriate records disposition and irreversible destruction of records eligible under approved retention schedules. Ideally, a commercial solution would also include: Web-based access for authorized users (Government and the Public) to search, view, and retrieve electronic records. Electronic records inventory management, metadata control, and lifecycle tracking. Records access and retrieval services, including audit logging of all user activity. 4.0 Service

Requirements 4.1 Secure Transportation and In-Processing of Physical Records The service provider shall provide transport of Military and Civilian personnel records and medical records. Securely retrieve and transport hard-copy records from specified NARA location in St. Louis, Missouri to a contractor-provided facility. This scope is specific to Military and Civilian personnel records and associated medical records. Upon receipt, conduct a comprehensive inventory and formally in-process all records into a management system. 4.2 Secure Warehousing – Records Storage and Hosting The service provider shall store Army records within a commercial, secure electronic and hardcopy storage environment that supports temporary holding of records until digitization. Store records in a climate-controlled, logical, segmented repository with controlled access. Implement administrative, technical, and physical safeguards appropriate to the sensitivity of the records. Support Unclassified/ CUI records, with the capability to scale to higher s if authorized by the Government. Ensure data integrity, availability, and protection from unauthorized alteration or deletion. 4.3 Electronic Inventory Management and Metadata Control The service provider shall maintain a web-based electronic records inventory management system to: Track electronic record ingestion, logical location, metadata, lifecycle status, and disposition