Provision of a Scanning and Archiving Service for Welsh Blood Service

Descriptions

The Welsh Blood Service (WBS) has a requirement to retain access to documents or document images over extended periods of up to 40 years. The current provision involves scanning images into a cloud-based system held by the archiving company and scanning onto CD-ROMs as a back-up. WBS staff with appropriate authority can access the system to check any documents as and when necessary for the area/department where they work.

The Welsh Blood Service manages a large number of paper and electronic records. Some records must be kept accessible for a period of up to 40 years.

WBS records include special category data; therefore, state-of-the-art cyber security is a paramount requirement.

It is a requirement to retain Welsh Blood Service records for a period in line with VUNHST Records Policy (further information can be found within the Invitation to Tender Document).

The Welsh Blood service requires a system and service where paper records can be held in secure digital format and be readily accessible by authorised members of staff.

The contractor is expected to transport, scan and digitise, store and destroy records after authorisation an approximation of 78,000 files a year.

The full details are outlined with the tender documents attached within Bravo. https://etenderwales.bravosolution.co.uk.

The tender will be awarded to the most advantageous tender based on 60% quality and 40% cost as detailed in the ITT document.

Please note that the tender closing date is 16/02/2026 at midday and any late submissions will not be considered.

The etenderwales bravosolution ref:

project_59249 and itt_122575

Please direct all queries relating to this tender via the messaging function of the Bravo portal.

More details can be found at https://etenderwales.bravosolution.co.uk.