UNSPSC 78131804: Document storage services

UNSPSC 78131804 Document storage services is a Commodity code that encompasses off-site records storage, retrieval, and retention services for government agencies managing protected health information, food supplies, vehicle registration materials, and other sensitive records. State and local buyers under this code solicit secure, compliant facility operations with climate control where required, inventory management systems, pickup and delivery logistics, and specialized handling for high-volume document or material workflows. The issuing bodies include state health and human services departments, departments of motor vehicles, departments of agriculture, and developmental centers—predominantly state-level agencies managing centralized records or inventory operations rather than municipal or county procurement. California Department of State Hospitals, Texas Health and Human Services Commission, Illinois Department of Human Services, Florida Department of Revenue, and New Jersey Department of Agriculture have all posted solicitations under this code in the past four months.

Recent opportunities show the code's practical scope. California DSH-Napa issued IFB 26-41111-000 (due November 2, 2026) and IFB 26-41093-000 (due September 30, 2026) seeking off-site records storage and retention with approximately 10,000 standard boxes monthly, HIPAA compliance, 24-hour surveillance, and facilities within 50 miles of the agency; both offered a 5% small-business preference and DVBE incentive of 1–5%. Texas HHSC issued IFB HHS0016767v3 (due October 13, 2026) for climate-controlled (minimum 10,000 square feet, 59–86 degrees Fahrenheit) and non-climate-controlled (minimum 25,000 square feet) warehouse storage in San Antonio for medical supplies and pharmaceuticals, with a mandatory 26% VetHUB subcontracting plan and historical spend of $3.797 million over five years. The New Jersey Department of Agriculture solicited food storage and warehousing under proposal 26DPP01313 (due October 29, 2026) covering USDA donated foods across 700 school districts managing over 584,000 cases valued at approximately $20 million annually, with up to two contract awards by zone. The Illinois Department of Human Services issued IFB B-52252 (due May 20, 2026) for dry-food storage at the Ann M. Kiley Center with 60–70 pallet spaces and diversity goals of 14% Business Enterprise Program and 3% Veteran Small Business Program participation. Activity concentrates in California, Texas, Illinois, and New Jersey, with state-agency procurement predominating and contract values ranging from $70,000 to $3.8 million over multiple years.