Issue - meetings

Report of Corporate Director for Finance and Resources

Eileen Hudson, Principal Records Officer, presented the report and stated the following:

 i.  since 2010, the offsite document storage service has been provided by Box-it North Midlands, who are based in Uttoxeter. They are a franchise operated by R P Storage Ltd

ii.  the Council have been out of contract with Box-it for a significant period of time, and so a retendering process now needs to take place for the storage of NCC’s paper documentation. The current contract terms with Box-it are to store documents, with a select number of boxes having to be stored in archival (or specialist) storage conditions. They offer a delivery and collection service twice a week to NCC sites and provide a service for confidential destruction of paperwork when requested. They also provide materials, such as file storage boxes and security tags;

iii.  the retendering process provides the opportunity for the Council to futureproof its archived paper data and approval is being sought to re-tender for the provision of an off-site data storage service for approximately 22,739 boxes, with significant additional modifications over and above the existing service provision;

iv.  the process will be to procure a hybrid document management solution using a competitive procedure with negotiation;

v.  the proposal is to move to a hybrid model of service that offers:

·  a physical paper archive solution;

·  a scan on demand service;

·  a significantly reduced box delivery and collection service;

·  a bulk scanning option with file preparation;

·  an improved box tracking audit system;

·  an electronic document management storage solution.

Resolved to

(1)  note that approval is being sought,via the spend control process put in place by Nottingham City Council’s Chief Finance Officer, to spend up to £800,000 on the procurement of a hybrid total document management solution and that the procurement will only proceed once approval has been given;

(2)  subject to (1) above:

(a)  approve procurement of a hybrid total document management solution service provider (as detailed in paragraph 3.1 of the report) using a competitive procedure with negotiation;

(b)  delegate authority to the Head of Legal Services to approve the outcome of the competitive procedure with negotiation and award and enter an initial 5-year contract, with the option to extend for a further 3-years and then a further 2-years contract, with the successful provider, subject to satisfactory contractual performance:

(c)  note each Corporate Directorate Service Delivery Area will be given responsibility for:

  i.  document digitisation suitability;

  ii.  document record management (including document retention period policy compliance;

  iii.  UK GDPR and Data Protection Act 2018 compliance;

  iv.  ensuring sufficient resource and budget allocation to ensure UK GDPR and Data Protection Act 2018 compliance;

(d)  note the intention to de-centralise the budget for the document management solution and devolve this to each Corporate Directorate Service DeliveryArea.

Reasons for recommendations

 i.  NCC currently stores 22,739 boxes at Box-it’s offsite storage facility. 2,359 of these boxes require storage in higher cost archival conditions, due to the age of these documents, and the need for them to  ...  view the full minutes text for item 48