Freedom of Information Request – Ref: FOI 495-2023
Thank you for your recent Freedom of Information request. Please find our response below.
1. Do you have a dedicated on-site scanning team for paper records? No
2. If you do not have a dedicated on-site scanning team, is there a contract for outsourced document scanning provisions? Yes If so, who is this contract with? Civica
What is the value of the contract? Commercially Sensitive When is the contract due for renewal? March 2026
3. Do you have on-site facilities to store paper records? No
4. Do you have contracts. for off-site storage? Yes
If so, who is the contract with? Crown
Does the contract include scan on demand or digitising services? No
5. Are there departments within the organisation that scan their own documents locally? If so, what hardware and software is used to manage this? CITO
Are volumes captured? If so, what are they? Information not available
What types of documents are scanned? Medical Records
6. Who is responsible for records / document management programmes/systems? Please provide contact details Associate Director for IT 7. Who manages the contracts. relationships with hardware providers and outsourced storage or scanning providers? Please provide contact details Deputy Head of Corporate Governance
FOI Request
I am writing to make an open government request for all the information to which I am entitled under the Freedom of Information Act 2000. I would like the following information to be provided to me as an electronic copy. If any of this information is already in the public domain, please can you direct me to it, with page references and URLs if necessary. 1. Do you have a dedicated on-site scanning team for paper records? 1. If so, how many FTE are within the team? 2. What volumes are the team scanning on a daily / weekly / monthly / annual basis? 3. Are the team scanning legacy records or day forward, or both? 4. What hardware & software is used by the team? 5. Is the hardware leased, rented or was it purchased outright? 6. Who is responsible within the organisation for the procurement of hardware and software? Please supply contact details. 2. If you do not have a dedicated on-site scanning team, is there a contract for outsourced document scanning provisions? 1. If so, who is this contract with? 2. What is the value of the contract? 3. When is the contract due for renewal? 3. Do you have on-site facilities to store paper records? 4. Do you have contracts. for off-site storage? 1. If so, who is the contract with? 2. Does the contract include scan on demand or digitising services? 3. If so, what volumes of pages / images are scanned daily/weekly/monthly/annually? 4. What is the annual cost for outsourced scanning – either on-demand or scheduled? 5. Are there departments within the organisation that scan their own documents locally? 1. If so, what hardware and software is used to manage this? 2. Are volumes captured? If so, what are they? 3. What types of documents are scanned? 6. Who is responsible for records / document management programmes/systems? Please provide contact details 7. Who manages the contracts. relationships with hardware providers and outsourced storage or scanning providers? Please provide contact details