Document Storage, Records Management and Integrated Solutions
Introduction
The Document Storage, Records Management and Integrated Solutions Framework, managed by NHS Shared Business Services, is a strategic procurement vehicle specifically designed to enhance the management of patient records within the NHS. Active until 11th July 2025, this framework does not operate as a Dynamic Purchasing System (DPS) but is structured into distinct lots, each catering to specific aspects of records management. The primary aim of this framework is to ensure that patient records are accurate, accessible, and efficiently managed. This is achieved through various services that not only digitise and streamline records but also align with the NHS's broader digital transformation goals.
Context & Use Case
The framework is pivotal for NHS entities aiming to transition from paper-based to digital record-keeping systems. It plays a crucial role in facilitating the digitisation of GP records, thereby ensuring they are continuously updated and readily accessible. This transformation is essential in reducing the administrative burden on healthcare professionals, improving the quality of patient care, and aligning with environmental sustainability goals by minimising paper usage. The framework supports the NHS's strategic objective to enhance healthcare delivery through technological advancements, ultimately contributing to improved patient outcomes.
Scope of Services
The framework is divided into five comprehensive lots, each addressing different needs within the records management spectrum: 1. Lot 1: Records Management - This encompasses services related to the storage, retrieval, and management of traditional paper records, ensuring they are maintained accurately and securely. 2. Lot 2: Human Tissue Storage - This lot focuses on the secure and compliant storage of human tissue samples, supporting research and clinical needs. 3. Lot 3: Scanning and Digitisation - This includes services for converting paper records into digital formats, facilitating easier access and management. 4. Lot 4: Electronic Document Records Management Systems - This involves the development and implementation of electronic systems to manage and store records digitally, enhancing accessibility and efficiency. 5. Lot 5: One Stop Shop - This offers a comprehensive service covering all aspects of records management, from physical storage to digital solutions.
Who Can Apply
The framework is open to a variety of suppliers who can provide services related to document storage, records management, and digital solutions. Suppliers with expertise in digitisation, secure storage, and records management systems are particularly well-suited to participate. As this is not a DPS, the application process is fixed and will not remain open throughout the framework’s duration.
Buyer Benefits
For public sector buyers, this framework offers a compliant and efficient route to procuring essential records management services. By leveraging this framework, NHS organisations can quickly access a range of vetted suppliers, ensuring competitive pricing and high-quality service delivery. The framework facilitates rapid deployment of digital solutions, contributing to faster and more efficient patient care. Moreover, it supports the compliance requirements necessary for handling sensitive patient data, providing peace of mind for both patients and healthcare providers.
Lots
Lot 1: Records Management This lot covers services related to the management and organisation of records. Lot 2: Human Tissue Storage This lot includes services for the storage and management of human tissue samples. Lot 3: Scanning and Digitisation This lot provides services for scanning and digitising documents and records. Lot 4: Electronic Document Records Management Systems This lot involves systems for managing electronic documents and records. Lot 5: One Stop Shop This lot offers a comprehensive range of services in one package.
Next Steps
Suppliers interested in participating in this framework should carefully review the specific requirements and criteria outlined by NHS Shared Business Services. Direct contact with the contracting authority is recommended to gain a thorough understanding of application procedures and compliance requirements.
How Biddable Can Help
Biddable is dedicated to assisting suppliers in navigating the complexities of public sector frameworks. Our services include helping suppliers discover relevant opportunities, preparing comprehensive and compliant bids, and maintaining visibility on upcoming procurement pipelines. We aim to support suppliers in positioning themselves effectively within the public sector landscape, ensuring they are well-prepared to meet the demands of frameworks like the Document Storage, Records Management and Integrated Solutions Framework.