Specification for a Scanning of Patient Records “Archive Scanning"

Descriptions

BCUHB is seeking to procure an archive scanning contract to help manage library storage space. Adequate storage space for patient records is at a premium and there are a number of health and safety issues which are caused by a lack of filing space. A number of solutions are routinely used to manage the available library space. Solutions include; destruction of records where retention periods have been met, and archive scanning of inactive records e.g. paediatric, maternity and clinical trials.Please note geographical areas of storage may change for the Health Board as a part of strategic developments and it is expected that the records would be collected from wherever they are stored.Scope: the service specification covers all BCUHB patient records types’ i.e. acute, maternity, paediatric etc. It does not at this stage include primary care services such as GPs, dentists, opticians or community but the system should have the capability of providing services to these areas in the future if required.Strategic Context: The long term aim for the Health Board is likely to include the introduction of a Digital Health Record (DHR). As such, any records which have been scanned as part of this tender must be capable of being transferred to or viewed within software procured as part of the DHR.Standards: The tenderer must provide a professional digitisation service, working to recognised quality standards i.e. ISO 9001, ISO 27001, BSI0008 and the Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically.In line with the Records Management Code of Practice for Health and Social Care, digital information must be stored in such a way that throughout the lifecycle it can be recovered in an accessible format in addition to providing information about those who have accessed the record, as required by the Care Records Guarantees. The authenticity of a record is dependent on a number of factors not least that it has sufficient metadata to allow it to remain reliable, integral and usable. The bidder must therefore be able to digitise using metadata and indexing, which help the user identify and retrieve images and records when searching and viewing the record.Locations/Access: Scanned images MUST be accessible to all authorised respective Health Board employees from a variety of locations. The retrieval software must be capable of being networked within the organisation and allow a minimum of 15 concurrent users per Health Board to access it.The supplier must provide software to enable retrieval, viewing, printing and exporting of file /images (e.g. as an email attachment). The records of each site must be viewable by the opposite site, but can be segmented by location, for each respective Health Boards.Previously Archived Data: The Health Board has previously used archive scanning to manage library space in the past. As such, any software which is provided for retrieving records scanned as part of this tender MUST be capable of retrieving past images and saving new scanned images into CGGOLD to avoid the need to use and maintain two different software packages.Suppliers Experience: The bidder must have previous experience of scanning many types of patient records e.g. emergency department cards, acute patient records, and maternity patient records. References are to be taken from Government bodies including NHS with whom you are currently working, or have worked with recently.It is envisaged that the contract will last for two years in the first instance with an option to extend for a further 2 years.Additional information relating to the below specification: Items may be stapled and/or sellotaped together; pages may be torn, worn and wrinkled. The print quality of the original documents will vary; some hand-written entries will have been made in faint ink. Some items will not be suitable for scanning e.g. previous microfilm, X-rays, CTG reports, it will be with agreement that these will be returned to the appropriate site. Records will be required to be scanned in the order that they are sent, and any separation dividers must be included.Once the supplier is appointed, there will be an expectation to assist with the procurement of server and storage space required to retain the data.