Provision of a Scanning and Archiving Service for Welsh Blood Service

The Welsh Blood Service (WBS) has a requirement to retain access to documents or document images over extended periods of up to 40 years. The current provision involves scanning images into a cloud-based system held by the archiving company and scanning onto CD-ROMs as a back-up. WBS staff with appropriate authority can access the system to check any documents as and when necessary for the area/department where they work. The Welsh Blood Service manages a large number of paper and electronic records. Some records must be kept accessible for a period of up to 40 years. WBS records include special category data; therefore, state-of-the-art cyber security is a paramount requirement. It is a requirement to retain Welsh Blood Service records for a period in line with VUNHST Records Policy (further information can be found within the Invitation to Tender Document).The Welsh Blood service requires a system and service where paper records can be held in secure digital format and be readily accessible by authorised members of staff. The contractor is expected to transport, scan and digitise, store and destroy records after authorisation an approximation of 78,000 files a year.