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 the full spectrum of how state and local governments store, retrieve, digitize, and destroy records—from confidential-document shredding and off-site box storage to cloud-based public records tracking systems and enterprise content management platforms supporting millions of pages of imaging and OCR work annually. State and local issuing bodies sourcing under this code span county transportation authorities, state health and human services agencies, city clerk offices, school districts, university systems, court systems, and specialized state departments. The Orange County Transportation Authority recently awarded a confidential document destruction and recycling RFQ with quarterly record purges and bi-weekly bin pickups across four locations on a $25,000 annual lump-sum basis; Solano County issued an RFP for a cloud-based records management system with Attorney General certification and SOC 2 compliance targeting a go-live of June 30, 2027; the Texas Commission on Environmental Quality solicited Central File Room operations covering 1.5 million pages of annual imaging and 4.8 million pages of annual document review and redaction on a firm fixed-price per-page basis; and the City of Santa Monica issued an RFP for a five-year public records request tracking SaaS solution with 99.5% uptime, NIST 800-53 compliance, and a November 1, 2026 implementation deadline requiring Living Wage ($25.00 per hour) compliance on contracts exceeding $54,200.

Geographic activity concentrates in California, Texas, Georgia, and the Southeast, with secondary activity in the Midwest and Northeast. Texas dominates with multiple state-level procurements (TJJD digitization, TCEQ Central File Room, Texas A&M EHS records management, TDCJ document management renewal) alongside county solicitations in Collin, Bernalillo, and Athens-Clarke County. California shows consistent activity (Orange County Transportation Authority, Solano County, City of Santa Monica, Los Angeles County records management RFQ). Recent RFPs and RFQs cluster around three business models: (1) off-site storage and retrieval with destruction services under unit pricing, typically $100,000–$160,000 annually; (2) SaaS platforms for public records, complaint management, student records, or environmental health and safety tracking with three-to-five-year terms and implementation-plus-recurring-fee structures; and (3) high-volume digitization and imaging, including OCR and indexing, often priced on per-page or per-project bases for 50 million–120 million page conversions. Set-asides appear sparingly; where named, they include VetHUB subcontracting goals (Texas A&M), HUB requirements (TCEQ), and MBE outreach (Port Authority courier services). Insurance and cybersecurity (SOC 2, TX-RAMP, CJIS compliance where records are justice-related) are consistent requirements.