Closed
Digital Records Solution
Descriptions
This programme will provide a single, council-wide, digital solution enabling us to store, access and retrieve the records we value safely and securely. What this means is knowing where our data is and how to access it on demand, improving our efficiency and the experience for the council, citizens, and communities. We will achieve this through digitising existing records and aligning existing digital data to a common standard across all council departments, enabling automatic retention and processing of records. By adopting a sustainable digital infrastructure, we will build the foundation for future improvements. This Tender is for the Scanning and digitisation of the Physical records, creation of a digital database, retrieval software and destruction of most of the records once scanned. Some physical records are required post scanning, e.g. Registrars records. Given the large volume of activity at the beginning of the contract, co-ordinating the transfer of the physical records from the incumbent supplier, the digitisation of those records (estimated 40million pages) and set up of the Digital Records Solution - it is anticipated the vast majority of expenditure (86%) of the estimated contract costs for the scheduled 8-year contract term will be incurred within the first 12-18 months of the contract. The contract duration is a maximum 8-year term, with provision for early termination from the end of the second year, where it is anticipated the digitisation process of existing physical records would have been completed. (Estimated Contract Value £6,980,000
Timeline
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Tender Regions
CPV Codes
48000000 - Software package and information systems
72000000 - IT services: consulting, software development, Internet and support
79996100 - Records management
63120000 - Storage and warehousing services
30216110 - Scanners for computer use
30216130 - Barcode readers
60160000 - Mail transport by road
79999100 - Scanning services
30216120 - Optical-character-recognition equipment
79520000 - Reprographic services
32353100 - Records
92512000 - Archive services
Keywords
flatbed scanner
document scanner
A4 scanner
photo scanner
sheet-fed scanner
USB scanner
OCR scanner
text recognition device
character capture machine
document OCR unit
handheld barcode reader
barcode scanner gun
1D scanner
UPC reader
retail scanner
POS barcode reader
records
vinyl records
phonograph records
LP discs
music records
analog records
software package and information systems
application software
IT systems
enterprise software
packaged applications
digital solutions
road mail delivery
postal parcel transit
interstate mail carriage
mailbag road shipping
courier mail service
rural mail transport
post van operation
letter post delivery
road postal logistics
mail centre dispatch routing
goods warehousing service
inventory storage provision
cold storage rental
bonded warehouse operation
distribution center service
bulk storage depot
container storage yard service
secure warehouse rental
storage logistics support
goods retention service
IT consulting
software development
web services
network support
system integration
IT infrastructure management
digital transformation
cloud services
cybersecurity support
application maintenance
helpdesk services
technical support
software customization
IT outsourcing
reprographic services
document duplication
scanning & printing services
large-format printing
blueprint reproduction
copy centre operations
digital reprography
color copying
document reproduction
print-on-demand
document control
records lifecycle
retention scheduling
record classification
file management
physical and electronic records
compliance archiving
records auditing
document retrieval systems
record policy
document scanning
image capture
paper digitisation
bulk scanning
image conversion
digital archiving
high-resolution scanning
file indexing
document conversion
scan management
document archiving
historical record storage
archive preservation management
metadata cataloguing
public record retrieval
Tender Lot Details
2 Tender Lots
Workflows
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Possible Competitors
1 Possible Competitors
