Contract Overview

HealthTrust Europe’s Document Storage, Scanning and Related Services framework agreement enables Healthcare Providers and UK Public Sector Organisations share of clinical and non-clinical data via digital systems. It offers a simple and compliant route to market for the procurement of a range of documents and records management services at competitive rates. Benefits for customers accessing the agreement include: 

A solution to support  business transformation through digitisation and a move away from paper-based processes 

Faster access to all records for patients and the clinicians and therapists involved in their care. 

Increased safety and efficiency for patient care through improved data sharing. 

Free to Access: There is no charge to clients for accessing the framework agreement.

Compliance: The framework agreement was procured in accordance with Public Contracts Regulations 2015 (as amended) and therefore, offers a compliant route to market whereby reduced resource is required to identify the most economically advantageous provider.

Standardisation and Rationalisation: All framework agreement providers have experience in providing services to NHS and Public Sector organisations and therefore, can offer their guidance and expertise on how processes can be standardised and rationalised to achieve cost and process efficiency savings, while also working to meet public sector demands.

Variety: The framework agreement offers a number of options that can meet requirements for document and record management, e.g. off-site storage, bulk scanning, scan on demand etc. The framework agreement also is supportive in the move towards paperless/paper-light operating.

Support throughout the lifetime of the contract: HTE provides support throughout the duration of the contract. HTE will hold implementation meetings with Suppliers to ensure an effective and efficient transition and support with contract management processes such as contract reviews and KPI reporting.  

  • Document scanning 
  • Electronic document movement (retrieval) 
  • Secure destruction of Electronic Records 
  • Cloud based storage of Electronic Records 
  • Electronic Document Management software (EDRMS) 
  • Digital transformation consultation 

Document storage, scanning and related services can be accessed via this framework agreement by all Public Sector bodies in the UK, including: 

  • Central Government Departments and their executive agencies 
  • Non-Departmental Public Bodies (NDPBs) 
  • National Health Service (NHS) bodies 
  • Health Boards, NHS Trusts, Community Health Councils, and other constituent bodies of the NHS in Wales 
  • NHS Scotland and its constituent bodies
  • Health and Social Care Trusts, Health Agencies, and other constituent bodies of the NHS in Northern Ireland 
  • Local Authorities
  • Police forces and other emergency services
  • Educational establishments 
  • Registered social landlords (RSLs) 
  • Registered charities 
  • Devolved and other administrations within the British Isles 
  • Her Majesty’s Prison Service 
  • The Ministry of Defence

The framework agreement can be accessed via Direct Award or Further Competition. Direct Award HTE is able to compliantly offer Direct Award via this framework. Based on customer requirements HTE will work with you to identify which supplier is the most economically advantageous. HTE will work with awarded providers to understand the services offered and develop key aspects of the specification/service level requirements. HTE understands that due to the nature of the Storage and Scanning industry there is often a wider picture to consider other than pricing, for example exit fees or location for quick turnaround. These aspects can be particularly important requirements of the customers’ specification. This can be used as a basis for direct award when evaluating suppliers’ suitability and identifying the most economically advantageous supplier. HTE will guide customers’ through every step of the process and issue a call-off contract between the customer and the successful provider once the award process has been completed. The process normally takes between 1 to 4 weeks depending on the chosen route to market. HTE is able to respond in a timely and effective manner ensuring that work is carried out to the timescales required. 

Further Competition  

The framework agreement allows the provision to re-open competition through a Mini Competition option, if necessary. HTE will work alongside you to refine your requirements and compile a list of criteria such as technical capability, accreditations etc which would be sent out to all eligible Suppliers on the Framework. HTE will assist with the evaluation of Supplier responses and prices submitted to find the Most Economically Advantageous Tenderer, suited to your organisation..