Case Number 6527
Request Date 07/02/2019
Completion Date 28/02/2019

 

Details of the Request

  1. Details of the document management / workflow system you use broken down by supplier;
  2. The original date of purchase or contract start date(s) for your document management / workflow system;
  3. Details of how you digitise your documentation whilst ensuring that information is GDPR compliant;
  4. Details of expenditure on document management for the year 2016, 2017 and 2018 broken down by supplier;
  5. Details of your document management / workflow contracts due to expire up until 2020, broken down by supplier and date;
  6. If relevant, what is the cost of your annual support and maintenance for the year 2016, 2017 and 2018 for your document management / workflow systems;
  7. Details of software solutions / apps you use broken down by supplier;
  8. The original date of purchase or contract start date(s) for your current document management / workflow system;
  9. Details of expenditure on software solutions and apps for the year 2016, 2017 and 2018 broken down by software solutions supplier;
  10. Details of software and app contracts due to expire up and until 2020, broken down by supplier and date;
  11. If relevant, what is the cost of annual support and maintenance for the year 2016, 2017 and 2018 for your software solutions and app contracts;
  12. Details of your main challenge in regards to efficient document management;
  13. Details of expenditure for document storage for the year 2016, 2017 and 2018 broken down by date and storage method;
  14. Details on how you capture and retract important information from scanned / digital documents along with the software and supplier used.

 

Details of the Response

1. Details of the document management/workflow system you use broken down by supplier;

  • Electronic document management solution: Kainos Evolve;
  • Scanning: Hugh Symons

 

2. The original date of purchase or contract start date(s) for your document management / workflow system;

  • Kainos: March 2015;
  • Hugh Symons: July 2016

 

3. Details of how you digitise your documentation whilst ensuring that information is GDPR compliant;

The Trust has a contract with a specialist Information Management Services supplier for the provision of documentation digitisation. The supplier provides comprehensive services for the provision of Electronic Document Scanning, including transport, preparation, indexing, scanning, encryption, secure disposal, preparation assistants and storage. The supplier meets all the following compliance standards:

  • Quality: ISO 9001: 2015
  • Information Security Management: ISO 27001: 2013
  • Environmental Management: ISO 14001: 2015
  • Legal Admissibility: BS 10008:2014
  • NHS Digital Information Governance Toolkit - Version 14.1 Level 3
  • General Data Protection Regulation compliance - ICO registration number Z5306895

 

4. Details of expenditure on document management for the year 2016, 2017 and 2018 broken down by supplier;

Year Kainos Financial Year Hugh Symons
2016 £1,670,277 2016/17 £800,251
2017 £131,700 2017/18 £421,468
2018 £739,622 2018/19 £252,780

 

5. Details of your document management/workflow contracts due to expire up until 2020, broken down by supplier and date;

  • Kainos: March 2025;
  • Hugh Symons: July 2020 (with option to renew)

 

6. If relevant, what is the cost of your annual support and maintenance for the year 2016, 2017 and 2018 for your document management/workflow systems;

The Trust holds this information, but considers it is exempt under section 43 of the Act, as disclosure would be likely to prejudice commercial interests.

 

7. Details of software solutions/apps you use broken down by supplier;

The Kainos Evolve solution also has a mobile app

 

8. The original date of purchase or contract start date(s) for your current document management/workflow system;

See question 2 above

 

9. Details of expenditure on software solutions and apps for the year 2016, 2017 and 2018 broken down by software solutions supplier;

See question 4 above

 

10. Details of software and app contracts due to expire up and until 2020, broken down by supplier and date;

See question 5 above

 

11. If relevant, what is the cost of annual support and maintenance for the year 2016, 2017 and 2018 for your software solutions and app contracts;

See question 6 above

 

12. Details of your main challenge in regards to efficient document management;

The Trust does not hold this data.

 

13. Details of expenditure for document storage for the year 2016, 2017 and 2018 broken down by date and storage method;

Most of our legacy records are stored onsite. Some records are stored offsite with Iron Mountain.

Financial Year Iron Mountain Costs
2016/17 £56,308
2017/18 £45,071
2018/19 £41,899

 

14. Details on how you capture and retract important information from scanned/digital documents along with the software and supplier used.

The Kainos Evolve solution has a smart indexing facility as well as OCR capability.