Freedom of Information Request – Ref: FOI 022-2024
Thank you for your recent Freedom of Information request. Please find our response below.
A. Print and print stock management
1. a. What is the actual spend on print stock management including printed stationery in the last year broken down by contractual managed stock and ad-hoc non-stock.? Contracted £110k, Uncontracted £246
b. What is the actual spend on print stock management including printed stationery over the last 5 years broken down by contractual managed stock and ad-hoc non-stock.? Do not have 5 years’ worth of records due to Trust merger and change of finance IT systems
2. What is the trust spending on print stock management including printed stationery – both operational and communications spend that isn’t covered contractually? Please contact Procurement Shared Services
3. Could you please provide a copy of the service/product specification given to all bidders for when this contract was last advertised? Please contact Procurement Shared Services
4. a. Has a decision been made yet on whether the frameworks./contracts. are being extended or renewed? No decision to date
b. If yes, what decision was made?
c. If no, what is the reason the contract is not being extended or renewed? No decision to date
5. What are the criteria used in selection of print management suppliers? Each tender process is independent, but submissions would be evaluated both from a qualitive and cost perspective.
B. Electronic Patient Records EPR 1. Please could you confirm the main EPR system e.g Cerner Millennium, EPIC etc.. in place at your Trust?
RIO, SystmOne, Lillie but IT to confirm.
2. a. If you currently do not have an EPR system in place, do you have plans to implement one? Yes/No.?
b. If yes, when?
3. Will a paper scanning system such as MediViewer. be used in conjunction with the EPR system for existing patient records and future documentation of patient records? 4. Is the department required to maintain paper records as well as digital records of patients
5. a. Are EPR systems used alongside paper records or only one of the two? b. If only one, please specify which is currently used. 6. a. Is there an existing project in place to fully implement EPR to replace all paper records? b. If so, what is the expected timeline for this project? c. If not, is there a plan to introduce one?
C. Document Management Services
1. What is the actual spend on Electronic Documents and Records Management Systems EDRMS. over the last 5 years? Do not have 5 years’ worth of records due to Trust merger and change of finance IT systems
2. What is the actual spend on digital mail rooms and/or hybrid mail rooms over the last 5 years? Do not have 5 years’ worth of records due to Trust merger and change of finance IT systems
3. What is the actual spend on document scanning over the last 5 years? Do not have 5 years’ worth of records due to Trust merger and change of finance IT systems
4. What is the actual spend on document storage over the last 5 years? Do not have 5 years’ worth of records due to Trust merger and change of finance IT systems
5. What is the actual spend on digital dictation over the last 5 years? Do not have 5 years’ worth of records due to Trust merger and change of finance IT systems
6. What is the actual spend on workflow process automation and cloud services over the last 5 years? Do not have 5 years’ worth of records due to Trust merger and change of finance IT systems
7. a. Are there existing contracts for these services? Yes
b. If yes, who are the current suppliers broken down by EDRMS Civica, digital mail rooms and/or hybrid mail rooms Synertec, document scanning, we use Canon MFD’s for internal, document storage, digital dictation workflow process automation, the products with embedded workflow automation are BigHand and Crescendo, and cloud services, we haven’t yet committed to cloud
8. a. Were these contracts awarded following a tender process conducted under a framework? Yes
b. If so, kindly provide details.
9. When were the contracts awarded, and for what period of time? Civica equals ESPO 3/21 for 5yrs, Synertec equals SBS 4/22 current extension discussions
10. What are the records retention schedules including any schedules that outline the length of time records are to be retained and their final disposal, such as destruction or transfer to an archive?
FOI Request
I am writing to submit a formal request under the Freedom of Information Act FOIA., for access to information related to use of print and print stock management including printed stationery, covering both your operational print requirements and communications requirements; Electronic Patient Records EPR. systems and use of document management services.
As a member of the public, I am seeking information related to the agency's records management practices, policies, and procedures.
I would be most grateful if you would provide me details in respect to the following:
A. Print and print stock management
1. a. What is the actual spend on print stock management including printed stationery in the last year broken down by contractual managed stock and ad-hoc non-stock.?
b. What is the actual spend on print stock management including printed stationery over the last 5 years broken down by contractual managed stock and ad-hoc non-stock.?
2. What is the trust spending on print stock management including printed stationery – both operational and communications spend that isn’t covered contractually?
3. Could you please provide a copy of the service/product specification given to all bidders for when this contract was last advertised?
4. a. Has a decision been made yet on whether the frameworks./contracts. are being extended or renewed?
b. If yes, what decision was made?
c. If no, what is the reason the contract is not being extended or renewed?
5. What are the criteria used in selection of print management suppliers?
B. Electronic Patient Records EPR
1. Please could you confirm the main EPR system e.g Cerner Millennium, EPIC etc.. in place at your Trust?
2. a. If you currently do not have an EPR system in place, do you have plans to implement one? Yes/No.?
b. If yes, when?
3. Will a paper scanning system such as MediViewer. be used in conjunction with the EPR system for existing patient records and future documentation of patient records?
4. Is the department required to maintain paper records as well as digital records of patients?
5. a. Are EPR systems used alongside paper records or only one of the two?
b. If only one, please specify which is currently used.
6. a. Is there an existing project in place to fully implement EPR to replace all paper records?
b. If so, what is the expected timeline for this project?
c. If not, is there a plan to introduce one?
C. Document Management Services
1. What is the actual spend on Electronic Documents and Records Management Systems EDRMS. over the last 5 years?
2. What is the actual spend on digital mail rooms and/or hybrid mail rooms over the last 5 years?
3. What is the actual spend on document scanning over the last 5 years?
4. What is the actual spend on document storage over the last 5 years?
5. What is the actual spend on digital dictation over the last 5 years?
6. What is the actual spend on workflow process automation and cloud services over the last 5 years?
7. a. Are there existing contracts for these services?
b. If yes, who are the current suppliers broken down by EDRMS, digital mail rooms and/or hybrid mail rooms, document scanning, document storage, digital dictation workflow process automation and cloud services?
8. a. Were these contracts awarded following a tender process conducted under a framework?
b. If so, kindly provide details.
9. When were the contracts awarded, and for what period of time?
10. What are the records retention schedules including any schedules that outline the length of time records are to be retained and their final disposal, such as destruction or transfer to an archive?