NIGP 95882: Records Management Services (Including Document Management Services Which Also Includes Technology Integration)

NIGP 95882 Records Management Services (Including Document Management Services Which Also Includes Technology Integration), an Item code, covers enterprise platforms and services that state and local governments buy to capture, organize, store, retrieve, and manage records across multiple formats and locations—grounded in recent solicitations for document storage facilities, digitization and scanning services, cloud-based records and case management systems, and integrated data management platforms serving specific operational workflows. Issuing bodies span state agencies (Texas Division of Emergency Management, Maine Department of Secretary of State, State Public Charter School Authority of Nevada, Illinois Housing Development Authority), counties (Collin County Texas, Bernalillo County New Mexico, San Mateo County California, Orange County Transportation Authority), cities (Tampa, Atlanta, Detroit, San Antonio, Santa Monica, Arlington, Dallas), universities and state technical colleges, transit authorities, and specialized public bodies. Recent activity clusters around three overlapping work streams: physical offsite records storage and retrieval with climate control and security (Nevada's Division of Public and Behavioral Health seeking secure offsite storage and courier services, Bernalillo County seeking warehouse and vault facilities for mixed media, New Jersey DORES seeking comprehensive box and folder indexing with destruction services), document digitization and scanning at high volume (Texas Juvenile Justice Department's 50-million-page imaging project, Georgia State University's one-year digitization contract, TSTC Harlingen's 60,000-transcript conversion), and cloud-native case and records management software integration with third-party systems (City of Tampa's Claims Document Management System integrating with Assure Claims, San Antonio Fire Department's 15-year operational assessment roadmap, Los Alamos County's Records Management System with AI-assisted indexing and OCR, State of Maine's web-based retention and disposition tracking).

Recent opportunities cluster geographically in Texas (TCEQ, TJJD, TSTC, Texas A&M System), California (San Mateo County, Santa Monica, Orange County), the Southeast (Georgia, South Carolina, Florida), and the Mid-Atlantic and Northeast (New Jersey, Maine, District of Columbia); Nevada and New Mexico show activity in the public-sector and higher-education segments. Representative recent solicitations include the State Public Charter School Authority of Nevada RFP 31PCSA-S4046 (due November 16, 2026) for document library consulting and project management services with a not-to-exceed value of $280,000 over four years, Bernalillo County RFP 50-26-SS (due May 30, 2026) for off-site records storage and handling across paper, microfilm, and digital media with three-year initial term and renewal option, the City of Tampa RFP 26-P-00037 (due December 23, 2025) for a Claims Document Management System cloud solution with $120,000 implementation budget integrating with Assure Claims and featuring workflow automation and SLBE participation weighting, Los Alamos County RFP27-21 (due October 6, 2026) for a clerk-recorder Records Management System with AI indexing and OCR serving approximately 3,288 annual documents and supporting a 15-year contract term, Texas A&M System RFP-01-ESS-26-252 (due July 8, 2026) for an internet-based Environmental Health & Safety Records Management System serving 175,000 students across 12 universities with three-year initial term and two-year renewal options, and the New Jersey Division of Revenue and Enterprise Services T1128 contract (due September 29, 2026) for statewide records storage and retrieval serving the State of New Jersey and authorized consortium members on a monthly recurring basis.