Records Management Solutions

As technology has evolved and federal space has been reduced, the need for managing both physical and electronic records has grown in scale and complexity. In response to these challenges and to help agencies comply with federal records management statutes and regulations, GSA’s Unified Shared Services Management (USSM) office and the National Archives and Records Administration (NARA) worked together to develop Universal Electronic Records Management (ERM) Requirements. Simultaneously, GSA’s Integrated Workplace Acquisition Center (IWAC) incorporated these new requirements into Multiple Award Schedule (MAS) 36.

Records management products and services are now structured under Schedule 36 as follows:

SIN 51 504 — Physical Records Management Solutions

SIN 51 504 includes, but is not limited to:

  • Organizing physical records in any work area and tracking them electronically
  • Indexing
  • Scanning
  • Labeling
  • Barcoding
  • Filing and storage
  • Preparation of records for storage
  • Pickup, storage, and retrieval of records

This SIN also includes any ancillary supplies and/or services necessary to provide a total physical records management solution.

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SIN 51 600 — Electronic Records Management Solutions

SIN 51 600 provides a comprehensive capability to solve the complex challenges posed by the movement, manipulation, archiving, security, and management of electronic records. The abilities to maintain records securely, manage access and retrieval, preserve records for as long as necessary, and execute disposition are included. This SIN also includes any ancillary supplies and/or services necessary to provide a total electronic records management solution.

Benefits of Using GSA MAS 36 for Your Records Management Needs:

  • Contractors under Special Item Number (SIN) 51 600 have certified that they are capable of meeting NARA’s ERM requirements, helping to ensure records are reliable and authentic, have integrity, remain useable, and include the necessary content and context.
  • Contractors have already been vetted for technical, performance, and fiscal responsibility.
  • Discounted pricing, terms, and conditions are pre-negotiated.
  • Schedule orders count toward small-business goals.

In many cases, agencies can order total solutions under SIN 51 504 or 51 600 without the need to include multiple SINs in the Request for Quotation (RFQ). Other options for streamlined solutions include the use of Blanket Purchase Agreements (BPAs), Contractor Teaming Arrangements (CTAs), and sub-prime contracting relationships.

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Records Management Services

In conjunction with the above newly structured records management solutions, customers can utilize GSA MAS 36 to access a full range of related services, such as:

  • SIN 51 505, Document Production Services
    Schedule 36 offers the required equipment (e.g., high-volume digital color copiers, scanners) and contractor provided operational and management personnel needed to provide customers a practical turn-key solution to a customer's requirements for both onsite or offsite production of documents.
  • SIN 51 506, Document Conversion Services
    Schedule 36 offers document conversion services that can help you convert your paper documents, microfilm, drawings and other media into easily retrievable electronic formats.
  • SIN 51 507, Destruction Services
    Schedule 36 offers both on-site and off-site services to help you safely dispose of classified, unclassified and personal identifiable information on hard copy media or electronic media.
  • SIN 51 508, Litigation Support Services
    Schedule 36 offers a wide range of services that aid attorneys and other staff members in the tasks of obtaining, organizing, analyzing and presenting evidence or materials for legal matters not limited to Freedom of Information Act (FOIA) requests, trials, judgments, lawsuits, Congressional subpoenas, or settlements.
  • SIN 51 509, Network Connectivity Support Services
    This SIN offers services to support stand-alone and integrated digital equipment, including digital/multifunctional copiers, Photo ID systems, mail management systems, newtork optical & imaging systems, and laboratory systems.
  • SIN 51 409, Network, Optical Imaging Systems and Solutions
    Schedule 36 offers solutions to help you capture data in typed print, handprint, mark sense and barcode, electronic data, and paper documents into an electric format.

To learn more about GSA’s records management solutions, email us at recordsmanagement@gsa.gov.

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print Share Icon Last Reviewed 2018-03-20