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A draft pricing template for an NHS archive scanning project


Restore are privileged to support 75% of NHS Trusts with various document management solutions. This has created vast experience across the group of the NHS procurement process, and how a Trust can successfully tender for a large digitisation project.

Money is available, whether through the Digital Exemplar programme, as a Fast Follower or the NHS Digital Funding scheme. However, that budget is still limited and being confident on ROI is essential. 

Therefore, commencing a procurement process that guarantees you receive the information you need to make the right decision. Plus, that elicits accurate and realistic pricing is a key priority of the tender process. 

We have created a series of blogs to support NHS Trusts embarking on a procurement process, to help make navigating the process that little bit easier.

Creating a pricing schedule that works for your project can be difficult. If you know the fixed quantity to be scanned then it can be a little easier, for example I have X boxes of patient records stored in one site near the hospital. We want to clear this location in one go, and scan all files, as we want to sell or use the property for something else.

However, others have a huge archive of patient records in multiple locations and want to start a day-forward scanning project, where quantities are harder to predict. In this situation you may want to band the quantities to see where your equilibrium point may be.

Below is an example template for archive or day forward scanning. You may not need all fields, and you may well want to band the responses along the top into, for example, up to 1,000 images; 1,000-2,000 images p.a., 2,000–3,000 images p.a. etc.

Have a look, but feel free to pick up the phone to Daniel, who can talk you through the pricing template, and help create one that works for your project.

 

Scanning
(per Image)

Black & White (Single-sided, up to 200 DPI)

Black & White (Duplex, up to 200 DPI)

Colour (Single-sided, up to 200 DPI)

Colour (Duplex, up to 200 DPI)

Xray

Microfilm

Book

% Increase for additional 100 DPI

Scan on Demand Black & White (Single-sided, up to 200 DPI)

Scan on Demand Black & White (Duplex, up to 200 DPI)

Scan on Demand Colour (Single-sided, up to 200 DPI)

Scan on Demand Colour (Duplex, up to 200 DPI)

Scan on Demand % Increase for additional 100 DPI

 

Storage per month
(for Scan on Demand items)

File (based on 1.5 cu. ft. Box, 10 Files per Box)

 

Digital Retrieval
(per File, based on annual average)

Urgent (2-hour)

Next Working Day (before 9am)

Next Working Day (before 12pm)

Next Working Day (before 5pm)

 

Retrieval
(excl. Trip Charge, based on one location, may be multiple sites)

Urgent Retrieval (4-hour)

Next Working Day (before 9am)

Next Working Day (before 12pm)

Next Working Day (before 5pm)

 

Recall
(in case the item is required prior to scanning, based on annual average)

Urgent (4-hour)

Next Working Day (before 12pm)

Next Working Day (before 5pm)

Five Working Days

 

Collection/Delivery and Putaway
(per File, per day, per site, based on annual average)

Urgent (4-hour, excl. mileage)

Next Working Day (before 9am, excl. mileage)

Next Working Day (before 12pm, excl. mileage)

Next Working Day (before 5pm, excl. mileage)

Five Working Days (excl. mileage)

 

If you want help drafting the right pricing template for your project, get in touch with Daniel, and he can provide free help and guidance ahead of the formal procurement process, so that you can get accurate and realistic pricing.


Daniel is our NHS Consultant, and he can come visit you for free, to discuss your project and the questions essential to getting the information you need to make the right decision for you and your patients. 

 

Daniel Stonard

Business Development Manager – Digital Solutions

07872 008 058
daniel.stonard@restoredigital.co.uk

 

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