20240518 - Document Storage and Destruction Services

The Office of the Superintendent of Financial Institutions (OSFI) requires a Managed Services Provider (MSP) to store its paper-based and tape-based records inventory and to provide records management services. The MSP must ensure that the OSFI records inventory is identified, accessioned, physically stored, and made available to the department upon request.

The Office of the Superintendent of Financial Institutions (OSFI) is the primary regulator of federally chartered financial institutions and federally administered pension plans. OSFI's mission is to protect the rights and interests of depositors, policyholders, pension plan members and creditors of financial Institutions, and to advance and administer a regulatory framework that contributes to public confidence in a competitive financial system. OSFI supervises and regulates all banks, and all federally incorporated or registered trust and loan companies, insurance companies, cooperative credit associations, fraternal benefit societies and pension plans.

Detailed information about OSFI, including its mandate, objectives, history, and organization can be found on its website at www.osfi-bsif.gc.ca.

Pursuant to this mission, OSFI collects and creates physical records holdings, which include documents such as, licenses, audits, consultations, agreements, maps and corporate records. These documents are retained and disposed of in accordance with the retention and disposition scheduling requirements set out in the department’s relevant legislation and corporate policies.

OSFI has a requirement to send its closed physical records to offsite warehouses for storage to be retained until their retention periods are met and the records can be disposed. Retention periods for OSFI files range anywhere from 2 to 100 years, although most OSFI files have a retention period of 10 years once they are in offsite storage. Once files are in offsite storage, OSFI may need to retrieve them back to its offices in order to meet a range of operational requirements. Once closed files have met their retention periods and have received approval for disposition from the originating business unit, OSFI must be able to permanently withdraw the files from the contractor’s warehouse inventory in order to transfer them to the custody of Library and Archives Canada (aka archival transfer) or have them securely destroyed.

There are security requirements associated with this requirement. For additional information, consult Part 1, Section 1.1 - Security Requirements and Part 6 - Resulting Contract Clauses. For more information on personnel and organization security screening or security clauses, bidders should refer to the Contract Security Program of Public Works and Government Services Canada (http://www.tpsgc-pwgsc.gc.ca/esc-src/introduction-eng.html) website.