Description of the procurement
The HSE wishes to establish a new contract for the provision of a Records Management Service on behalf of Community Healthcare Organisation in the Midlands, Louth, and Meath region (MLM CHO 8). The counties of MLM CHO8 include Laois, Offaly, Longford, Westmeath, Louth and Meath.
MLM CHO 8 wishes to procure a quality service provider to provide a record management service for health services in the region. The service will include a safe and secure collection and off-site storage and record management service, including electronic inventory management for the intake, retrieval, archiving services, record tracking and cataloguing, and secure disposal of records. The Service will also include the full digital scanning and storage to media devices on request.
The service is required for 4 main groups of records;
1. Archived records that are currently on site in MLM CHO 8 locations and will be required to be moved off-site;
2. Archived records in external locations under- legacy arrangements with multiple (approx. 5) suppliers;
3. Records on hand (2023);
4. Future records (2024+)
A records management project involving extensive cataloguing of legacy files has been undertaken from July -December 2022 across MLM CHO8 in accordance with the HSE File Management & Records Retention Policy (2013/2014). This project has generated an estimated 75,000 hard copy records/ files requiring long-term storage and/or archiving.
Currently a mixed storage model is in place i.e. MLM CHO8 are using its own facilities for records storage space and there are a number of external suppliers providing a service to the care groups and functions within MLM CHO 8. The plan is to standardise the approach across MLM CHO 8 prioritising HSE space for clinical and staff accommodation and active files and the removal of records/files for longer term storage / archiving off- site to an approved service provider under a compliant contract arrangement.