Warehouse File Tracking Software

The NHS Business Services Authority (NHSBSA) is looking to procure a Warehouse File Tracking Solution that enhances visibility, accuracy, and operational control across key environments. The NHSBSA currently has a contract in place for a File Tracking and Scanner Management Information (MI) software solution. This contract began in March 2020 and runs until 30th September 2026. The current solution is used at two NHSBSA sites located at Greenfinch Way (NE15 8NX) and Bridge House (NE1 6SN) and currently supports 42 NHSBSA staff in total, 29 based at Greenfinch Way and 13 based at Bridge House. This is subject to change as per risks detailed below in this notice. The solution must support NHSBSA’s scanning operations, which process prescriptions, medical exemption applications, and dental claims. These activities are critical to managing confidential records securely and efficiently across multiple sites. The system must enable tracking of files from receipt through scanning, storage, and eventual destruction, while providing performance statistics and management information. Current activity levels show an average throughput of approximately 19,000 records per month, the solution must have flexibility to allow for scalability without degradation of service performance or system stability. At present, the current solution holds 345,647 live records and 1,455,999 archived (deleted) records, totaling 1,801,646 records accumulated to date, this data will need to be migrated to the new solution. The solution must have capability to manage sustained high volume environments, provide clear performance commitments, and support scalable growth throughout the contract term. Further detailed requirements will be available within the UK04(xxx) and the Tender Documents.