Dear Ella

 

Reference Number FOI 2023 - 368

 

Thank you for your request for information about North West Anglia NHS
Foundation Trust.

 

We anticipate being able to respond within the specified timescale.​

 

In the meantime if you have any questions regarding this request please
contact us directly quoting the reference number above.

 

North West Anglia NHS Foundation Trust comprises of Peterborough City
Hospital, Hinchingbrooke Hospital and Stamford & Rutland Hospital.  The
Trust also provides community clinics at Princess of Wales Hospital in
Ely, Doddington Hospital and North Cambs Hospital in Wisbech.  Further
information is available via our website [1]www.nwangliaft.nhs.uk.

 

Any future Freedom of Information requests should be addressed to North
West Anglia NHS Foundation Trust using the email address below.

 

FOI Team

North West Anglia NHS Foundation Trust

Email: [2][North West Anglia NHS Foundation Trust request email]

 

[3]www.nwangliaft.nhs.uk

 

This message may contain legally privileged, confidential, commercial or
patient information intended to be for the use of the individual (s) or
entity named above. If you are not the intended recipient, please advise
the sender and destroy all copies of the message as you would any other
confidential waste (shredding or incineration for printed-copies, deletion
for electronic copies). Please note that any dissemination, distribution
or copying of this message is strictly prohibited.

 

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Ref: FOI/2023/368

 

Dear Ella

 

Thank you for your recent enquiry under the Freedom of Information Act.
Please find your response detailed below.

 

Requesters Questions and Trust Response:

 

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)?

Contractual managed stock – 2022 - £0

Ad Hoc – 2022 - £70k

 

1. (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)?

Contractual managed stock: 2018 - 2022 - £0

Ad Hoc: 2018 – 2022 - £1,100,000

 

2. What is the trust spending on print stock management including printed
stationery – both operational and communications spend that isn’t covered
contractually?

2022 - £70k

 

3. Could you please provide a copy of the service/product specification
given to all bidders for when this contract was last advertised?

Copy not available

 

4. (a) Has a decision been made yet on whether the
framework(s)/contract(s) are being extended or renewed?

Not applicable

 

4. (b) If yes, what decision was made?

Not applicable

 

4. (c) If no, what is the reason the contract is not being extended or
renewed?

Not applicable

 

5. What are the criteria used in selection of print management suppliers?

Not applicable

 

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?

The Trust does not have an EPR at present

 

 2. (a) If you currently do not have an EPR system in place, do you have
plans to implement one? (Yes/No)?

Yes

 

 2. (b) If yes, when?

2024/25

 

 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?

Unknown at this time

 

 4. Is the department required to maintain paper records as well as
digital records of patients?

Unknown at this time

 

 5. (a) Are EPR systems used alongside paper records or only one of the
two?

Not applicable

 

 5. (b) If only one, please specify which is currently used.

Not applicable

 

 6. (a) Is there an existing project in place to fully implement EPR to
replace all paper records?

Yes

 

 6. (b) If so, what is the expected timeline for this project?

2024/25

 

6.(c) If not, is there a plan to introduce one?

Not applicable

 

C. Document Management Services

 

1. What is the actual spend on Electronic Documents and Records Management
Systems (EDRMS) over the last 5 years?

2018 - 2022 - £2,630,000

 

2. What is the actual spend on digital mail rooms and/or hybrid mail rooms
over the last 5 years?

Not applicable

 

3. What is the actual spend on document scanning over the last 5 years?

See Answer to Q1

 

4. What is the actual spend on document storage over the last 5 years?

See Answer to Q1

 

5. What is the actual spend on digital dictation over the last 5 years?

£300k

 

6. What is the actual spend on workflow process automation and cloud
services over the last 5 years?

Not applicable

 

 7. (a) Are there existing contracts for these services?

Not applicable

 

 7. (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?

This information is being withheld under section 31, please see below for
further details

 

8. (a) Were these contracts awarded following a tender process conducted
under a framework?

Not applicable

 

8. (b) If so, kindly provide details.

Not applicable

 

9. When were the contracts awarded, and for what period of time?

Not applicable

 

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?

Details of the NHS Records Management Code of Practice 2021 are available
via the NHS England website: [1]Records Management Code of Practice - NHS
Transformation Directorate (england.nhs.uk)

 

Further details for information being withheld under section 31

 

Making public the full profile of the Trust’s suppliers would provide an
attacker with information that could aid a targeted attack on the Trust,
and therefore poses a risk to the organisation.

 

We are applying the following exemption:  Section 31(1)(a) – the
prevention or detection of crime

 

This exemption is subject to a public interest test (PIT).  When
considering the public interest in preventing crime it is important to
take account of all the consequences that can be ‘anticipated as
realistic possibilities’. 

 

Public interest in disclosure

 

• The FOIA is a way of meeting the general public interest in promoting
transparency and accountability.

 

Public interest in maintaining the exemption

 

• Disclosure of the information could reveal how to undermine the
existing security system and therefore make the Trust, more vulnerable
to crime.
• Attempts to breach the security of the IT systems could lead to a loss
of confidentiality and potential availability of information on the IT
systems.  Consequences of potential security breaches may include some
or all of the following:

◦ theft or loss of data
◦ loss of service
◦ malicious software (e.g. computer virus)

• A breach of security would also incur a cost to the Trust of
installing new security systems.
• It is considered there is a strong public interest in preventing crime
against the NHS, its staff and patients

 

Outcome - public interest favours maintaining the exemption

 

Following consideration of the above points, the Trust is not persuaded
that the public interest in disclosing the requested information outweighs
maintaining the exemption, and therefore the Trust is withholding the
requested information on the basis that it could reveal how to undermine
the existing security system. 

 

Please note that this response has been provided within the 20 working day
timeframe as stipulated in the Act.

 

North West Anglia NHS Foundation Trust comprises of Peterborough City
Hospital, Hinchingbrooke Hospital and Stamford & Rutland Hospital.  The
Trust also provides community clinics at Princess of Wales Hospital in
Ely, Doddington Hospital and North Cambs Hospital in Wisbech.  Further
information is available via our website [2]www.nwangliaft.nhs.uk.

 

If you disagree with our decision or are dissatisfied with how we have
dealt with your request in the first instance you may contact me on the
following email address [3][North West Anglia NHS Foundation Trust request email] to request an
internal review.

 

Should you remain dissatisfied with the outcome you have a right under s50
of the Freedom of Information Act to appeal against the decision by
contacting:

 

Information Commissioner

Wycliffe House

Water Lane

Wilmslow

SK9 5AF

 

Phone: 0303 123 1113

Email: [4][email address]

 

Yours sincerely

 

FOI Team

North West Anglia NHS Foundation Trust

Email: [5][email address]

 

[6]www.nwangliaft.nhs.uk

 

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