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Records Information Management and Digital Solutions - RM6175

Digital record management system

This national framework allows customers to access services such as physical storage, scanning and shredding. The framework also offers services to support you in the planning, design and change to digital record solutions using workflow and cloud.

This agreement will run for 4 years, however customer call-off can be up to 7 years. The expiry date for all 5 lots will be 22 March 2025.

How to buy

 

You can utilise this framework via further competition and direct award. YPO offer to run further competitions free of charge on behalf of customers, please email [email protected] or [email protected] for more information.

You will need to complete Framework Schedule 6 (order form template, call-off and joint schedules) before taking part in either a further competition or direct award.

YPO can run both a quote exercise to establish direct award prices or manage a further competition on your behalf using our e-tendering portal.

Pricing and Specifications can be requested by emailing [email protected]

Period: 22 March 2021 - 22 March 2025
Extension Opportunities: N/A
Contract Notice: 2020/S 243 603229
Award Notice: TBC
Geographic Coverage: National

Let us help:

Call us on 07580 698044
Or call us on 07435 548165

Find out more

Free support available

The route to market for this solution is either a direct award or further competition and our experienced team are on hand to help you through every step of the process – offering practical advice and support when you need it.

Our free support includes:

Direct award support

   • Assessment of your needs and advice on the best approach
   • Market and supplier insights
   • Technical know-how on how to procure specific service, works or product
   • Compliance with the PCR2015
   • Assistance in the completion of the documentation
   • Advice on the call-off terms and conditions
   • Advice on the KPIs
   • Assistance with or management of the supplier pre-engagement

Further competition support

    • Assistance with or management of the supplier pre-engagement
    • Assistance and guidance in the drafting of the documentation, including the provision of template documents
    • Advice on the specification, including the provision of anonymised specifications
    • Advice on the award criteria, including sustainability to ensure compliance
    • Advertising the further competition on YPO’s e-tendering portal – ProContract, and full administration of the process, including clarification log management
             There are three ways to run a further competition via ProContract
                  1. YPO can administer the full end-to-end further competition process
                  2. Request temporary access to ProContract and run the further competition yourself or with our support
                  3. If you're a current user of ProContract you can access and use our solutions directly without our involvement. View the 'How to access YPO’s frameworks directly' user guide.
    • Running or supporting the evaluation process
    • Moderation of the evaluation process
    • Drafting/checking award and rejection letters, including provision of template documents


Standard documents available

   • Further competition template
   • 
Specification examples
   • Award questions examples
   • Pricing matrix
   • Award and rejection letters
   • Call-off contract terms and conditions

 

  • Lot 1 - Records Information Management Services
    Provides Off Site storage of physical records as well as scanning, shredding destruction and disposal services and also helps buyers to transition from their current On Site service to an Off Site solution. Lot 1 is made up of 5 service lines (SL) these are:

    - SL1: Off Site Records Information Management Service 
    - SL2: Off Site Storage of Inactive Records 
    - SL3: On and/or Off Site Secure Shredding, Destruction and Disposal Services 
    - SL4: On and/or Off Site Combined Records Information Management Services 
    - SL5: On and/or Off Site Scanning Services (this service line cannot be used in isolation) 

    Buyers can contract one or more of the service lines, except scanning services which is a support service for the other service lines.

  • Lot 2 - Digital Workflow, Cloud Based Hosting Solutions
    Provides bespoke digital workflow solutions for example, document, content, records and workflow management and hybrid mail. SaaS, PaaS and IaaS software solutions hosted in the Cloud supported by National Cyber Security Centre (NCSC) principles. Interim Technical Resources for example, fleet, technical and security architects along with scanning services. Lot 2 is made up of 4 service lines (SL) these are:

    - SL1: Digital Workflow Solutions 
    - SL2: Cloud Based Hosting Service 
    - SL3: Scanning Services 
    - SL4: Interim Technical Resource 

    Buyers can contract one or more of the service lines

  • Lot 3 - Full Management of National Health Service (NHS) Patient Records (Off site)
    Provides clinic preparation services involving preparing records for clinic, loose filing service (reuniting of loose paperwork with original notes), creation of new patient records along with storage, transportation (delivery/collection), sorting, scanning and shredding, destruction and disposal of records. Also offers third party interim resources and an On Site managed service when needed. Services under this lot include:

    - Clinic preparation and management of NHS patient records

    - Digitisation (scanning) of patient records 
    - Off Site storage of patient records at supplier’s site(s)
    - Third party interim resources
    - On Site managed service
    - Shredding, destruction and disposal (On and/or Off Site)

    Buyers can contract one or more of the service lines

  • 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 4 is made up of 5 service lines: 

    - SL1: Listing service
    - SL2: Cataloguing service 
    - SL3: Appraisal and Selection service 
    - SL4: Sensitivity Review service 
    - SL5: Record Preparation service 

    Buyers can contract one or more of the service lines

  • Lot 5 - Combined Digital Workflow, Cloud Based Hosting and Records Information Management
    Services from lots 1 and 2 are combined enabling buyers to reduce existing physical paper records for example, by back scanning, and implementing their digital strategies by digitising records at source using workflow solutions through to hosting these records in the cloud. Lot 5 is made up of 8 service lines:

  • - SL1: Digital Workflow Solutions
    - SL2: Cloud Based Hosting Services 
    - SL3: Scanning Services 
    - SL4: Interim Technical Resource 
    - SL5: Off Site Records Information Management Service 
    - SL6: Off Site Storage of Inactive Records 
    - SL7: Secure Shredding, Destruction and Disposal Services 
    - SL8: Off site and/or On Site Combined Records Information Management Services 

    Buyers can contract one or more of the service lines

Making your working life simpler with YPO

We know just how important it is to have the most up-to-date and innovative equipment and systems for your organisation. In this video, we depict the use of various technologies (systems and equipment) that can be procured through YPO frameworks:



 

    Videos:

  • Cleardata: Patient Records – The Digitisation Journey
    Cleardata has won a major contract under the RM6175 Records Information Management, Digital Solutions and Associated Services framework, helping digitise patient records for Northumbria Healthcare NHS Foundation Trust. The project will see the digitisation of 1.2 million patient records over a three year period.

Case Studies:
  • Restore Records Management
    West Hertfordshire Teaching Hospitals NHS Trust (WHHT) provides acute healthcare services to half a million people in West Hertfordshire and the surrounding area. Restore has been working with WHHT for over 10 years, managing and storing their files.

Literature:

 

Suppliers:

Open the Supplier Contact Spreadsheet to view the full list of suppliers including contact name, email and which lots they are in.

 

 

    Find out more

     

    Thank you for your interest in our framework offering, which can help you put compliant contracts in place. Please fill out the form below and a member of the team will be in touch.