AB-2025-00634 - Employee Personnel Files Scanning and Disposal Services

The Alberta Energy Regulator (AER) requires a service provider for the People, Culture, & Learning Branch to digitalize its on-site employee personnel files and potential future services (e.g., off site records in storage). The successful vendor must have high-quality scanning the equipment, software, training, and data security and compliance processes to efficiently disseminate, organize, and scan AER’s employee personnel files from a production facility that can service operations in Alberta. Having electronic documents will allow for greater accessibility, enhanced full text searching, and reduced need for physical storage space. The successful vendor must also offer secure disposal services for original records post-scanning, ensuring that sensitive information is destroyed in a legislatively compliant and environmentally friendly manner. Expertise in best practices for managing employee personnel files is highly desirable. The initial phase digitalizing on-site files is expected to be completed by August 31, 2025, or another mutually agreed upon date.