Decision

The Director of
Finance has approved the direct award of a contract utilising the
CCS Framework RM6259 – Vertical Application
Solutions  - Lot 1: Business
Applications to Civica for a two year term commencing on 1 January
2026 at an overall contract price of £231,013 for the purpose
of providing a EDMS system that supports the current operation and
integrates with the current Revenue and Benefits service including
workflow and is GDPR compliant.

Reasons for the decision

Implementing an Electronic Document Management System (EDMS)
that integrates seamlessly with the existing Revenues and Benefits
service provides substantial operational benefits for a local
council. This type of system ensures that all documentation is
digitised, securely stored, and easily accessible, reducing
reliance on paper-based processes and improving efficiency across
departments. By supporting current workflows, the EDMS minimises
disruption during implementation, allowing staff to continue
working within familiar processes while benefiting from enhanced
automation and streamlined case management. This integration also
enables quicker decision-making, improved accuracy in handling
claims, and better service delivery to residents.
 
Compliance with GDPR is another critical consideration. A Civica
EDMS solution offers robust data protection measures, including
secure access controls, audit trails, and encryption, ensuring that
sensitive personal information is managed in line with legal
requirements. This not only mitigates the risk of data breaches but
also reinforces public trust in the council’s ability to
safeguard citizens data. Combined with workflow capabilities, the
system supports end-to-end process management, enabling councils to
meet statutory obligations efficiently while driving digital
transformation and improving overall service quality.

Alternative options considered

Alternative EDMS
solutions were evaluated; however, given the limited timeframe for
procurement and the estimated £70,000 cost of migrating
existing images, pursuing a new system was deemed impractical.