Internal Reference Number: FOI_9458
Date Request Received: 15/06/2026 00:00:00
Date Request Replied To: 24/06/2026 00:00:00
This response was sent via: By Email
Request Summary: Health records management and storage
Request Category: Companies
| Question Number 1: I am writing to request the following information under the Freedom of Information Act 2000. The questions are intentionally specific to keep them quick to answer; where an exact figure is not readily held, an approximate or nearest-available figure is welcome. Electronic records systems 1. Do you use an Electronic Document Management System (EDMS) or Electronic Document and Records Management System (EDRMS) to store scanned or unstructured patient/clinical records? If so, please state the product name and the supplier. | |
| Answer To Question 1: Not at present 鈥� from October 2027 will be using Oracle Millenium | |
| Question Number 2: If you do not use a dedicated EDMS/EDRMS for this purpose, please state what is used instead to store scanned or unstructured patient records (for example, SharePoint, shared network drives, or within your electronic patient record). | |
| Answer To Question 2: CITO | |
| Question Number 3: For the system identified at Q1 (or Q2), please provide: (a) the contract start date and end/expiry date; (b) whether any extension option or break clause applies, and its date; and (c) the procurement framework or route used. | |
| Answer To Question 3: Oct 2022 ~ Sept 2027 No extensions / break clauses Direct award under KCS framework | |
| Question Number 4: Please state the name and supplier of your main electronic patient record (EPR) system. | |
| Answer To Question 4: Lorenzo Dedalus | |
| Question Number 5: Paper and off-site records 5. Do you hold paper patient health records (a) on-site, and/or (b) off-site with a third-party storage provider? If off-site, please name the provider. | |
| Answer To Question 5: Paper records held both on site and off site with RESTORE | |
| Question Number 6: Please state the approximate volume of paper health records held (in linear metres, number of boxes, or your usual measure). | |
| Answer To Question 6: 677,168 volumes of paper records | |
| Question Number 7: For the most recent full financial year, please state total expenditure on (a) off-site physical records storage, and (b) retrieval and/or scan-on-demand services. | |
| Answer To Question 7: a) 拢68k b) 拢31k | |
| Question Number 8: Subject access and digitisation 8. For the most recent full financial year, please state (a) the number of subject access requests received for health records, and (b) the number or percentage responded to within the statutory time limit. | |
| Answer To Question 8: a) 2025/26 鈥� 2026 SARs requests in Medical Records b) 97% responded to within the statutory time limit | |
| Question Number 9: Do you have a programme to digitise or scan legacy paper health records? Please state its status (not started / in progress / complete) and, if known, the approximate backlog of records still awaiting scanning. | |
| Answer To Question 9: No programme at present 鈥� currently undertaking a scoping exercise to look at potential for scanning | |
| Question Number 10: Responsibility 10. Please provide the job title and directorate of the post-holder(s) responsible for (a) health records management, and (b) digital/EPR strategy. | |
| Answer To Question 10: a) Sandy Higdon, Head of Health Records and Clinical Coding, Transformation and Informatics b) Jonathan Hinchliffe Group Chief Digital & Information Officer | |
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