Scanning services

Tender description

HMRC wishes to digitise as much incoming paper-based mail as possible and consolidate its scanning requirements under one outsourced service contract. Digitising incoming paper is part of HMRC’s Digital Strategy. The service eliminates a significant percentage of the department’s manual handling of paper, reducing the need for resource and storage. Currently HMRC has a service in place that scans structured and unstructured mail for downstream processing by a user or robot or automatic transactional processing. HMRC also has a separate service in place for the provision of evidential scanning to support its litigation work. HMRC is looking to procure an outsourced digital mail room and scanning service. The procurement will consolidate HMRC’s scanning requirements under one service contract and leverage best value through economies of scale. The current scope of the new service includes but is not limited to: — Structured and unstructured incoming paper-based mail. To receive, open, sort, log incoming paper-based mail and prepare documents for scanning. — Evidential Scanning: Scanning and storage of evidential documents and material. — Back Scanning: This would replace physical storage of paper records in local offices. — Microfiche Digitisation: The scanning and digitising of microfiche, currently held in a climate controlled facility. — Digitisation of HMRC Personnel Files. The scanning of paper files currently held in the HMRC estate. — Collaboration and innovation over the life of the contract to support HMRC’s Digital Strategy and journey. — An appropriately secure end-to-end service.