URL: https://democracy.wirral.gov.uk/ieDecisionDetails.aspx?ID=6155

Decision Maker: Director of Finance

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Purpose:

Content: 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. 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 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.

Date of Decision: December 16, 2025