Document Digitisation Request for Information
Published
Description
1.2 The EA's Estates department is responsible for managing the EA's property, these responsibilities vary significantly depending on the property. To facilitate the requirements of the large and varied property portfolio, thousands of documents have been generated. Further information on our responsibilities and how we are structured can be found on our website. 1.3 Estates seeks to overhaul how the department stores critical documents to support current and future needs. The work carried out in this project will affect the delivery and integration of Estates new Asset Management system. The new Asset Management system underpins all the department's output, therefore the digitisation timeline of physical documents laid out below is essential for Estates to operate. 1.4 Estates stores c.32,000 Deeds and Active Case Files documents physically at either EA owned sites or through third parties. These documents are either business critical or support day to day operations of the organisation and therefore must be stored in a secure and accessible format to ensure BAU. As part of the EA's Digital Strategy, digitisation of these documents is seen as critical step in meeting the organisation's requirements. 3. The Requirement - please note this is a request for information at this time and not a notice of opportunity. 3.1 We are potentially seeking a third-party market leader support to Estates Digitisation Project to ensure all physical Deeds and Active Case Files documents are stored virtually on to the chosen Document Management System. 3.2 All EA department requirements will need to include both Active Case Files and Deeds. In addition to digitisation of the documents and to adhere to data protection guidelines, a fraction of the 10,000 Active Case File documents will be disposed of by the selected Supplier on-site. 3.3 The destruction will lead to a gradual decrease of storage area requirements throughout the EA. Greater efficiencies will be achieved through making data more accessible and easier to locate. Other efficiencies will be achieved by appending virtual documents with metadata to make the documents discoverable, allowing internal diagnostics and greater interactivity with other platforms. If you are interested in responding to this RFI please email Defra Group Commercial at dgcofficesolutions@defra.gov.uk. The closing date for submission is Friday 22nd March 2024 at 12 noon. Market Engagement Event We are holding a market engagement event on Thursday 7th March 2024 10:00 - 10:45. This will be a virtual event via MS Teams and will be an opportunity for the market to meet the team who are leading on this area and to ask further questions about the RFI. If you wish to attend, please contact Defra Group Commercial on dgcofficesolutions@defra.gov.uk . Please identify 2 persons from your organisation to dial into the event and we will share the dial in details with those individuals.
Timeline
Publish date
5 months ago
Buyer information
Department for Environment, Food and Rural Affairs (DEFRA)
- Email:
- dgcofficesolutions@defra.gov.uk
Explore contracts and tenders relating to Department for Environment, Food and Rural Affairs (DEFRA)
Go to buyer profileNotice topics
Source
Contracts FinderTender tracking
Access a feed of government opportunities tailored to you, in one view. Receive email alerts and integrate with your CRM to stay up-to-date.
Proactive prospecting
Get ahead of competitors by reaching out to key decision-makers within buying organisations directly.
360° account briefings
Create in-depth briefings on buyer organisations based on their historical & upcoming procurement activity.
Collaboration tools
Streamline sales workflows with team collaboration and communication features, and integrate with your favourite sales tools.
Explore similar tenders and contracts
Browse open tenders, recent contract awards and upcoming contract expiries that match similar CPV codes.
- Pre-tender
UHB Strategic Archiving Solution - Pre-Market Engagement
University Hospitals Birmingham NHS Foundation Trust
Published a day ago
- Pre-tender
UHB Strategic Archiving Solution - Pre-Market Engagement
University Hospitals Birmingham NHS Foundation Trust
Published a day ago
- Pre-tender
Records Information Management, Digital Solutions and Associated Services
Crown Commercial Service
300,000,000 GBP
Published 3 days ago
- Pre-tender
Fusion21 Workplace and Facilities Management Framework
Fusion21 Members Consortium
800,000,000 GBP
Published a month ago
- Pre-tender
Go Pharmacy NI Project - Request for Information
HSC Business Services Organisation
Published a month ago
- Pre-tender
Multifunctional Devices (MFDs), Print, Digital and Cloud Software Services
Crown Commercial Service
800,000,000 GBP
Published a month ago
- Pre-tender
Multifunctional Devices (MFDs), Print, Digital and Cloud Software Services
Crown Commercial Service
800,000,000 GBP
Published 2 months ago
Explore other contracts published by Department for Environment, Food and Rural Affairs (DEFRA)
Explore more open tenders, recent contract awards and upcoming contract expiries published by Department for Environment, Food and Rural Affairs (DEFRA).
- Pre-tender
Water Environment Worker
Department for Environment, Food and Rural Affairs (DEFRA)
2,229,000 GBP
Published 9 days ago
- Pre-tender
Provision of Authorised Pet Quarantine Facilities to Scotland
Department for Environment, Food and Rural Affairs (DEFRA)
1 GBP
Published 15 days ago
- Pre-tender
Supply of Specified Pathogen Free (SPF) Eggs to APHA (Re-Tender)
Department for Environment, Food and Rural Affairs (DEFRA)
495,000 GBP
Published 15 days ago
- Pre-tender
Provision of Authorised Pet Quarantine Facilities to Scotland
Department for Environment, Food and Rural Affairs (DEFRA)
1 GBP
Published 16 days ago
- Pre-tender
Provision of Authorised Pet Quarantine Facilities to Scotland
Department for Environment, Food and Rural Affairs (DEFRA)
Published 16 days ago
- Pre-tender
Provision of Telematic Equipment and Data Collection/Monitoring Services
Department for Environment, Food and Rural Affairs (DEFRA)
1,200,000 GBP
Published 23 days ago
Explore more suppliers to Department for Environment, Food and Rural Affairs (DEFRA)
Sign upExplore top buyers for public sector contracts
Discover open tenders, contract awards and upcoming contract expiries of thousands of public sector buyers below. Gain insights into their procurement activity, historical purchasing trends and more.
Explore top sources for public sector contracts
Stotles aggregates public sector contract data from every major procurement data source. We ingest this data and surface the most relevant insights for our users. Explore our list of public sector procurement data sources below.