Document Scanning Partner

Description

The Authority is introducing an Electronic Document Management System (EDMS) as a tactical solution to bring together existing electronic outputs into a single repository in advance of the delivery of an Electronic Patient Records (EPR) system. Without the introduction of the EDMS the Authority will not achieve its aim to have a full electronic patient record. The EDMS will allow the Authority to become a paper 'lite' organisation with physical clinical records being digitised for more timely access by clinicians.
The Authority requires the services of a scanning partner to support on-demand scanning which is driven by outpatient activity. The scanning partner will securely collect records from Authority sites and transfer to their scanning facility, for scanning, quality checking, and re-scanning where necessary.  Secure archiving and secure destruction following an agreed document retention period will be provided. 
The contract will commence on 3rd January 2026 for an initial period of two years with the option to extend by three periods of twelve months each.
This is a call-off contract awarded following a further competition via the NHS LPP Digital Document Solutions Framework. 
The highest contract award value of £1,458,338 is based on the full 2 years + 1 + 1 + 1 contract duration.