Document management software package

Tender description

The requirement is for a fully inclusive Electronic Document Records Management System (EDRMS) to be used throughout Cwm Taf University Health Board (CTUHB)with a scanning service for up to 200 000 patient records. The requirement is for a package of an Electronic Document Record Management System (EDRMS) and a record digitisation (scanning) service. The requirement is for a single package of 2 services; an Electronic Document Management Record System (EDRMS) and a digitisation (scanning) service to scan our paper patient records. The EDRMS system must be: — A product compatible with viewing images via the Welsh Clinical Portal (WCP) — Stand-alone functionality in the event of WCP downtime — An EDRMS which not only stores and presents digitised images but offers the functionality for users to view/sort/search images as required to suit their needs, — A future-proof product with functionality to develop according to the organisation’s needs — Functionality to improve communication with primary care in future — Examples of previous use in other NHS organisations — A product updated in line with competitors and Microsoft, Internet Explorer updates, etc, — Ability to create e-forms for live entry of clinical information at the point of care, to reduce creation of paper records, — Ability to move forms/images around the organisation electronically to aid workflow — Very detailed information on system robustness and security — Ability to audit access to records — Ability to restrict access to records (or parts of records) as appropriate to job role Scanning service must be: — A professional digitisation service, working to recognised quality standards, i.e. ISO 9001, ISO 27001, BS10008 — Digitisation using metadata and indexing, which help the user identify and retrieve images and records when searching and viewing the record — The ability to scale production up or down according to CTUHB’s timescales — A contracted level of service that ensures service to CTUHB is maintained in the event of staff shortage or equipment breakdown, etc, — Be able to scan upto 200 000 patient records in a 2 year period, — provided on site service or any urgently required records must either in the original paper format or in electronic format, be available within a maximum of 2 hours of leaving the CTUHB Hub site on a 24hr/7days/365 days a year basis.