Electronic Document and Records Management System (EDRMS)

1. The delivery of an EDRMS is a goal of the Business Transformation Programme due for completion in March 2017. The purpose of the project is to provide an application that supports the whole organisation in the management of digital information and records.

2. The core application will be based on Microsoft SharePoint online (part of Office 365).

3. Requirements must be met using this application. Where necessary plug-ins, apps and other tools can be recommended to provide required functionality.

4. Where additional applications are considered this must be where SharePoint cannot meet the requirement or where the delivery of the requirement will be significantly enhanced. Where these are considered, they must be costed into the solution.

5. Ofwat is structured into 8 Programmes and 7 Pools and staff are based in office locations in Birmingham and London.

6. Currently electronic files can be stored on files shares within a personal folder, a programme/pool file share or files can be uploaded to a public drive for sharing across the organisation. Ofwat currently hold 3TB worth of data. The intranet 'Bubble' is based on an on-premise SharePoint 2010 platform. Programmes and Pools use SharePoint to various degrees with some areas using it to store and collaborate on all their files whereas other areas use it solely for published documents and work within their file shares.

7. There is a large paper store which Ofwat are looking to review and dispose of files which are no longer required, send files to the National Archives as required and digitise the remaining files. This is being performed under a separate project, which will interface to the capability provided by this solution.

Additional information: Please note that this contract is under a call-off terms basis so it is difficult to quantify exact spend.