Document Management Solutions
Framework Description
ESPO's Document Management Solutions framework (reference 390_22) covers document scanning, storage, retrieval and secure disposal, plus related software and consultancy. It runs from 16 January 2023 to 15 January 2027 with no extension, so its end is close. Four lots range from scanning and software through storage to total document management and enhanced security handling. It was procured under the Public Contracts Regulations 2015.
Context & Use Case
NHS bodies, local authorities and other public organisations use it to digitise paper records, store boxes offsite, retrieve files on request and destroy records securely when retention periods end. Lot 4 covers records needing enhanced handling and security, such as sensitive personal data. Buyers can direct award or run a further competition depending on the scale of a scanning or storage project.
Scope of Services
Lot 1: Electronic Document Scanning and Software Lot 2: Document Storage and Retrieval Services Lot 3: Total Document Management Solutions Lot 4: Enhanced Handling and Security Requirements
Lots
Lot 1 Electronic Document Scanning and Software; Lot 2 Document Storage and Retrieval Services; Lot 3 Total Document Management Solutions; Lot 4 Enhanced Handling and Security Requirements
Who Can Apply
Suits scanning bureaux, records storage companies, document management software providers and secure shredding firms. Applications for this framework are closed, and it ends on 15 January 2027 with no extension, so suppliers not appointed should prepare now for ESPO's replacement.
Buyer Benefits
Public bodies can move from paper to digital records and manage storage and disposal under one route, with security requirements built in. Buyers value information security accreditations, chain-of-custody controls, scanning accuracy and clear per-box or per-image pricing. For NHS and social care records, secure handling of sensitive personal data is a deciding factor.
Next Steps
With 390_22 ending on 15 January 2027, watch ESPO's website and Find a Tender for the replacement framework. Prepare evidence of information security certification, secure transport and storage, scanning quality controls and public sector or NHS references. Decide which lots you will target and whether you need partners for total solutions.
How Athena Can Help
The re-tender of 390_22 is close, so Athena would act now. Our framework preparation service can build a plan around ESPO's timetable, choose lots and gather your security evidence and case studies. When the tender opens, specialist tender writers would write your responses on information security, chain of custody and quality, then compliance-check them. Our public sector pricing strategy helps price scanning and storage so you win against large bureaux without losing margin.
