Decision details

Report to support a framework agreement procurement for the provision of digitisation and storage of paper records

Reference: D43425

Decision Maker: Director of Environment and Housing

Is Key decision?: Yes

Is subject to call in?: Yes

Purpose:

The Director of Environment and Housing agreed to  approve the commencement of a procurement exercise to put in place a Scanning and document related services framework. Housing Management currently have in excess of 3 million paper records which require digitising and secure off site storage to enable the implementation of the community hub programme and also to improve existing record management practices and compliance with the Data Protection Act.

Through the scanning of these records the council will make savings of over £2 million over a number of years “through the release of assets, staff mileage costs and supplies.  It will also result in:

·  Faster access to information leading to more efficient use of staff time

·  Better management of records

·  A consistent approach to corporate information management leading to consistent standards and improved compliance with the Data Protection Act.

On completion of the scanning of records in Environment and Housing, the framework agreement can be scaled up and services can be utilised by any other area in the council who require similar service provision

 

Decision:

Report to support a framework agreement procurement for the provision of digitisation and storage of paper records

 

Reason Key: Expenditure > £250,000;

Wards Affected: (All Wards);

Consultees

·  Director of Environment and Housing

·  Chief Officer Housing Management

·  Head of Finance, Environment and Housing

·  Head ICT Strategy Architect and Commissioning

·  ICT SLT

·  Corporate Information Governance Manager

·  Strategic Sourcing Senior Manager

·  Executive Member for Communities

Contact: Girish Solanki, Business Relations Manager 07877865370 Email: girish.solanki@leeds.gov.uk.

Publication date: 25/05/2016

Date of decision: 03/06/2016

Effective from: 11/06/2016

Accompanying Documents: