FREEDOM OF INFORMATION ACT 2000 INFORMATION REQUEST

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1 Information Governance Team FOI FREEDOM OF INFORMATION ACT 2000 INFORMATION REQUEST Your request for information regarding managed print services, EDRMS and mail has now been considered and the information requested is enclosed. The enclosed information has been supplied to you for your personal use under the Freedom of Information Act 2000 and remains protected by copyright. You do not have an automatic right to re-use the information e.g. for commercial purposes or by publishing or issuing further copies of the information unless you have received permission from the Trust. For further information please refer to the Re-Use of Public Sector Information Regulations If you are unhappy as to how this request has been handled, you should write to Mrs Claire Graham, the FOI lead for the Trust. You have the right to seek a review within the Trust in the first instance. If, after receiving a response, you remain unhappy, you can refer your complaint to the Information Commissioner at The Information Commissioner s office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF. It is important to note that if you refer any matter to the Information Commissioner, you will need to show evidence of having gone through the Trust s review procedure to try to resolve the matter with the Trust in the first instance. If you have any queries or concerns then please contact Mrs Claire Graham at the following address: Southern Health & Social Care Trust Ferndale Bannvale Site 10 Moyallen Road Gilford BT63 5JX Tel: Foi.Team@Southerntrust.hscni.net Yours sincerely

2 ALDRINA MAGWOOD DIRECTOR OF PERFORMANCE & REFORM Enc: Response 2017/206

3 1.) Managed Print SOUTHERN HEALTH & SOCIAL CARE TRUST FREEDOM OF INFORMATION RESPONSE 2017/ How many printers/mfd s (multi-functional devices) does the Trust have? 715 (April 2017) 1.2 Does the Trust have a Managed Print Service contract? Yes 1.3 If so, who provides the Managed Print Service? Konica Minolta Business Solutions Uk Ltd 1.3 When was the contract awarded and what is the length of the contract? February years with 1+1 extension 1.5 What is the approximate spend on print annually? 700K 1.6 Who is responsible at the Trust for the running/upkeep of the Managed Print Service solution? Trust Head of IT (provides hosting facilities; secure infrastructure & data links) KM manage the MPS (hardware & software). 1.7 Could you provide information on cost per copy for mono & colour for your printers/mfd's? CPC for mono and colour 2.) Electronic Document Records Management System 2.1 Does the Trust have a strategy to manage patient records electronically? If so please detail. The Trust does not have a strategy, but follow the GMGR (good management good records regional guidance)

4 2.2 Does the Trust have an EDRMS (electronic document records management system)? If so which EDRMS software does the Trust have? The Trust had procured the Civica WinDip EDRM solution. 2.3 Which EPR system does the Trust have? See answer to Does the Trust have plans to procure an EPR / EDRMS / records management solution? The Southern HSC Trust is currently participating in a Regional Project to scope and procure an Electronic Health and Care Record (EHCR) for Northern Ireland. The aim is to provide an EHCR for all five Health and Social Care Trusts as well as the Ambulance Trust. This is currently being led by the Health & Social Care Board in Northern Ireland. At present the Project is developing the Outline Business Case, which is scheduled for completion in June Pending approval and funding the Region will then move to procurement. 2.5 How many physical patient record sets does the Trust have? This information is not centrally recorded. The records held by the Trust include general health records, maternity, ED, community, mental health, child and family records. 2.6 Does the Trust utilise a 3rd party storage organisation to store / manage paper notes? If so please detail. 3 rd Party storage is Oasis, Unit 11, Central Park, Birmingham Road, Newtownabbey BT36 4FS. 2.7 Has the Trust scanned any patient records in-house via a 3rd party scanning bureau? If so how many records have been digitised? This is an ongoing project however the number of records digitised is not centrally recorded. 2.8 Does the Trust have dedicated storage library space for health (and corporate / nonclinical) records?

5 Yes there are libraries for both clinical records and corporate records. 2.9 How many personnel are employed within the health records management team (to file, retrieve, update physical records)? 68 WTE 3.) Hybrid Mail 3.1 Does the Trust manage its own incoming mail or is this service outsourced? 3.2 If outsourced, who is the current provider, when did the contract start and what is the contract term? 3.3 What is the volume of outgoing mail sent by the Trust? 3.4 Does the Trust have any hybrid mail services for sending letters or other correspondence? 3.5 If yes, who is the hybrid mail provider, when did this contract start and what was the contract term? 3.6 What is the Trust s percentage of DNA's (Do not attend)? The Trust does not currently use hybrid mail.