Print and print stock management, EPR, and document management services.
Dear Grampian Health Board,
I am writing to submit a formal request under the Freedom of Information Act (FOIA), for access to information related to use of print and print stock management including printed stationery, covering both your operational print requirements and communications requirements; Electronic Patient Records (EPR) systems and use of document management services.
As a member of the public, I am seeking information related to the agency's records management practices, policies, and procedures.
I would be most grateful if you would provide me details in respect to the following:
A. Print and print stock management
1. (a) What is the actual spend on print stock management including printed stationery in the last year broken down by contractual managed stock and ad-hoc (non-stock)?
(b) What is the actual spend on print stock management including printed stationery over the last 5 years broken down by contractual managed stock and ad-hoc (non-stock)?
2. What is the trust spending on print stock management including printed stationery – both operational and communications spend that isn’t covered contractually?
3. Could you please provide a copy of the service/product specification given to all bidders for when this contract was last advertised?
4. (a) Has a decision been made yet on whether the framework(s)/contract(s) are being extended or renewed?
(b) If yes, what decision was made?
(c) If no, what is the reason the contract is not being extended or renewed?
5. What are the criteria used in selection of print management suppliers?
B. Electronic Patient Records EPR
1. Please could you confirm the main EPR system (e.g Cerner Millennium, EPIC etc.) in place at your Trust?
2. (a) If you currently do not have an EPR system in place, do you have plans to implement one? (Yes/No)?
(b) If yes, when?
3. Will a paper scanning system (such as MediViewer) be used in conjunction with the EPR system for existing patient records and future documentation of patient records?
4. Is the department required to maintain paper records as well as digital records of patients?
5. (a) Are EPR systems used alongside paper records or only one of the two?
(b) If only one, please specify which is currently used.
6. (a) Is there an existing project in place to fully implement EPR to replace all paper records?
(b) If so, what is the expected timeline for this project?
(c) If not, is there a plan to introduce one?
C. Document Management Services
1. What is the actual spend on Electronic Documents and Records Management Systems (EDRMS) over the last 5 years?
2. What is the actual spend on digital mail rooms and/or hybrid mail rooms over the last 5 years?
3. What is the actual spend on document scanning over the last 5 years?
4. What is the actual spend on document storage over the last 5 years?
5. What is the actual spend on digital dictation over the last 5 years?
6. What is the actual spend on workflow process automation and cloud services over the last 5 years?
7. (a) Are there existing contracts for these services?
(b) If yes, who are the current suppliers broken down by EDRMS, digital mail rooms and/or hybrid mail rooms, document scanning, document storage, digital dictation workflow process automation and cloud services?
8. (a) Were these contracts awarded following a tender process conducted under a framework?
(b) If so, kindly provide details.
9. When were the contracts awarded, and for what period of time?
10. What are the records retention schedules including any schedules that outline the length of time records are to be retained and their final disposal, such as destruction or transfer to an archive?
I am requesting these records in electronic format, preferably in a machine-readable format such as Word, PDF or Excel. If the requested records are not available in electronic format, I request that they be provided in their original format.
If my request is denied in whole or in part, I request a written explanation of the denial and the specific legal basis for withholding the requested records.
Please acknowledge receipt of this request in writing and provide an estimated timeframe for the completion of the request, as required by FOIA.
Thank you for your attention to this matter. I look forward to receiving the requested records.
Yours faithfully,
Ella Atherton
OFFICIAL
Dear Ms Atherton,
Freedom of Information (Scotland) Act 2002
Thank you for your email dated 14 April 2023, requesting information
regarding print and print stock management, EPR, and document management
services. We have recorded this request and are currently processing it in
accordance with the Freedom of Information (Scotland) Act 2002.
A response to your request for information is due by 16 May 2023. Please
allow for delivery time.
We will contact you again in due course.
Best wishes,
Katarzyna
Katarzyna Smith
Information Governance Officer
Information Governance Team
NHS Grampian
Rosehill House
Cornhill Road
Aberdeen
AB25 2ZG
Phone: 01224 551319
[NHS Grampian request email]
OFFICIAL
══════════════════════════════════════════════════════════════════════════
From: Ella Atherton <[FOI #972007 email]>
Sent: 14 April 2023 19:18
To: GRAM Foi <[NHS Grampian request email]>
Subject: Freedom of Information request - Print and print stock
management, EPR, and document management services.
Dear Grampian Health Board,
I am writing to submit a formal request under the Freedom of Information
Act (FOIA), for access to information related to use of print and print
stock management including printed stationery, covering both your
operational print requirements and communications requirements; Electronic
Patient Records (EPR) systems and use of document management services.
As a member of the public, I am seeking information related to the
agency's records management practices, policies, and procedures.
I would be most grateful if you would provide me details in respect to the
following:
A. Print and print stock management
1. (a) What is the actual spend on print stock management including
printed stationery in the last year broken down by contractual managed
stock and ad-hoc (non-stock)?
(b) What is the actual spend on print stock management including printed
stationery over the last 5 years broken down by contractual managed stock
and ad-hoc (non-stock)?
2. What is the trust spending on print stock management including printed
stationery – both operational and communications spend that isn’t covered
contractually?
3. Could you please provide a copy of the service/product specification
given to all bidders for when this contract was last advertised?
4. (a) Has a decision been made yet on whether the
framework(s)/contract(s) are being extended or renewed?
(b) If yes, what decision was made?
(c) If no, what is the reason the contract is not being extended or
renewed?
5. What are the criteria used in selection of print management suppliers?
B. Electronic Patient Records EPR
1. Please could you confirm the main EPR system (e.g Cerner Millennium,
EPIC etc.) in place at your Trust?
2. (a) If you currently do not have an EPR system in place, do you have
plans to implement one? (Yes/No)?
(b) If yes, when?
3. Will a paper scanning system (such as MediViewer) be used in
conjunction with the EPR system for existing patient records and future
documentation of patient records?
4. Is the department required to maintain paper records as well as digital
records of patients?
5. (a) Are EPR systems used alongside paper records or only one of the
two?
(b) If only one, please specify which is currently used.
6. (a) Is there an existing project in place to fully implement EPR to
replace all paper records?
(b) If so, what is the expected timeline for this project?
(c) If not, is there a plan to introduce one?
C. Document Management Services
1. What is the actual spend on Electronic Documents and Records Management
Systems (EDRMS) over the last 5 years?
2. What is the actual spend on digital mail rooms and/or hybrid mail rooms
over the last 5 years?
3. What is the actual spend on document scanning over the last 5 years?
4. What is the actual spend on document storage over the last 5 years?
5. What is the actual spend on digital dictation over the last 5 years?
6. What is the actual spend on workflow process automation and cloud
services over the last 5 years?
7. (a) Are there existing contracts for these services?
(b) If yes, who are the current suppliers broken down by EDRMS, digital
mail rooms and/or hybrid mail rooms, document scanning, document storage,
digital dictation workflow process automation and cloud services?
8. (a) Were these contracts awarded following a tender process conducted
under a framework?
(b) If so, kindly provide details.
9. When were the contracts awarded, and for what period of time?
10. What are the records retention schedules including any schedules that
outline the length of time records are to be retained and their final
disposal, such as destruction or transfer to an archive?
I am requesting these records in electronic format, preferably in a
machine-readable format such as Word, PDF or Excel. If the requested
records are not available in electronic format, I request that they be
provided in their original format.
If my request is denied in whole or in part, I request a written
explanation of the denial and the specific legal basis for withholding the
requested records.
Please acknowledge receipt of this request in writing and provide an
estimated timeframe for the completion of the request, as required by
FOIA.
Thank you for your attention to this matter. I look forward to receiving
the requested records.
Yours faithfully,
Ella Atherton
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Dear Ms Atherton
Please find attached response to your request.
Regards
Chris
Chris Morrice
Senior Information Governance Officer
NHS Grampian
Rosehill House
ARI
AB25 2ZG
Email: [email address]
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