Scanning, Processing and Electronic Data Service

Tender description

The preparation and scanning of incoming applications received by post and/or courier; the receipt of electronically lodged applications; the extraction and capture of accurate data; the supply of high quality digital images within specified timescales (typically on a same-day basis); the application of basic Land Registry processes to documents received; the storage, retrieval and subsequent destruction of hard copy documents; posting of hard-copy documents; and the banking of cheques received. Documents received will include personal documentation, legal documentation and documents in non-standard formats and sizes. The requirement may include additional services including basic processing on applications and letter printing. For indicative purposes it is anticipated that this service will receive 5,000-6,000 mail items per day, resulting in a requirement for 65,000-100,000 scanned images per day. The Authority expects that during the term of the services contracts certain elements of the arrangements may be modified. Any such modification(s) (each a "Modification") shall be strictly in accordance with Regulation 72 of the Public Contracts Regulations 2015 (the "Regulations") and shall be effected in accordance with the change procedure set out in the conditions of the services contract(s). The Authority and the supplier will seek out opportunities to drive out inefficient activities, reduce administration and capture information electronically at the point of its receipt. This will release The Authority’s staff to focus on the higher value registration activities, increasing productivity, reducing administration and thereby increasing overall efficiency. Similarly the Authority will look to drive out variance in processes through the application of Lean techniques, whilst maintaining consistent service levels. Modifications aimed at increasing efficiency, accuracy of the register, response times and productivity could fall into a number of categories, for example: (a) enable the delivery of outgoing paper communications (printing and posting); (b) Use of external capability to conduct administrative processes prior to the records being submitted to Land Registry for processing and/or approval. Examples of such activities could include the manual capture of data from applications and preparation of simple correspondence in connection with the initial submission of an application; (c) provision of a general platform for orchestration work assignment and handling across incoming and outgoing channels intelligently between the service supplier and LR. (d) enable a move towards an omni-channel model for inbound communications e.g. use of artificial intelligence (AI), and other emerging technologies to capture richer data from paper and electronically lodged applications which Land Registry can use to prepopulate data fields; continued see ITT for full description of services