Records Information Management, Digital Solutions and Associated Services 2

Summary:

Gives all public sector organisations access to storage, scanning, shredding and disposal services. Also provides support with NHS clinic preparation and transition to digital solutions through digital workflow and cloud.

Description:

All UK public sector organisations including central government departments and their agencies, the wider public sector and the third sector can use this agreement.

You can access services such as physical storage, scanning and shredding. This agreement also offers services to support you in the planning, design of and change to digital record solutions using workflow and cloud.

You can also use interim technical resources to support your own internal resources when needed.

This agreement is for those who need support to:

  • reduce their number of stored physical records
  • start the change to either a partial or full digital records solution
  • achieve estate rationalisation or Government Hubs programmes (providing a network of modern, digitally enabled, shared workspaces for the UK civil service)
  • gain access to interim technical resources for example, security architects and project managers
  • transfer records under the Public Records Act 30/20 year rule
  • use an NHS clinic preparation service for NHS patient records

We also offer services specific for central government who need support with identifying, selecting and transferring records of historical importance under the Public Records Act.

Benefits:

  • flexible route to market using further competition or direct award
  • services to reduce your physical records and merge paper documents into digital workflows
  • clinic preparation services specific for NHS patient records
  • cloud based hosting using Software as a Service (SaaS), Platform as a Service (PaaS) or Infrastructure as a Service (IaaS) and either through public, private or community cloud
  • services complement and support Government Hubs Programme and Estate Rationalisation Project(s)
  • uses the agreed Public Sector Contract (PSC) terms and conditions

Product types:

The lotting structure of this framework is indicative at this time and will be finalised as a result of the market engagement.

Lot 1: Records Information Management Services

Provides off site storage of physical records as well as scanning, shredding destruction and disposal services. Also helps you to transition from their current on site service to an off site solution.

Lot 2: Digital Workflow, Cloud Based Hosting Solutions

Provides bespoke digital workflow solutions for example, document, content, records and workflow management and hybrid mail.  Also includes:

  • SaaS, PaaS and IaaS software solutions hosted in the Cloud which will be supported by National Cyber Security Centre (NCSC) principles
  • Interim Technical Resources including: fleet, technical and security architects along with scanning services

Lot 3: Full Management of National Health Service (NHS) Patient Records (Off site)

Provides clinic preparation services involving preparing records for clinic. Services include:

  • Loose filing service (reuniting of loose paperwork with original notes)
  • Clinic preparation and management of NHS records
  • creation of new patient records along with storage, transportation (delivery/collection)
  • digitisation (scanning) of patient records
  • off site storage of patient records at supplier’s site(s)
  • third party interim resources including: 
    • Consultancy and Due Diligence Services
    • Project Management Services 
    • Change Control Manager 
    • Communications Manager
  • on site managed service when needed
  • shredding, destruction and disposal services for both on and off site 

Lot 4: Specialist Records Management Services

Supports the Public Records Act under the 30/20 year rule requiring central government departments to identify records of historic value. Central government can use these services to identify, select, appraise and sensitivity review content before transferring them for permanent preservation at The National Archives or another approved place of deposit.

Lot 5: Combined Digital Workflow, Cloud Based Hosting and Records Information Management

Services from lots 1 and  2 are combined enabling you to reduce existing physical paper records. Provided services include back scanning, and implementing your digital strategies. This can include digitising your records at source using workflow solutions to hosting these records in the cloud. 

Lot 6: Lot to be defined

Customer engagement

We are keen to engage with customers to help us shape this new framework. To provide feedback on our current framework, complete this survey.

Alternatively you can share any feedback or comments about what you would like to see in this new framework, by sending us an email. 

Supplier engagement

Supplier engagement is currently underway, if you would like to get in touch regarding this framework, send us an email. 

Important links

Prior Information Notice (PIN) (Contracts Finder) Read PIN
Contract Notice in Find a Tender (FTS) Not available yet
Tender documents Not available yet

Timeline

Activity Estimated dates
Pre-market engagement To be confirmed
Drafting of procurement documentation To be confirmed
Publication of find a tender (FTS) notice To be confirmed
Framework Award  March 2026