---
title: "Document Management System for H&SC"
ocid: "ocds-h6vhtk-04fac1"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04fac1"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-04fac1.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-04fac1.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "ROYAL BOROUGH OF GREENWICH"
published: "2025-03-31"
---

# Document Management System for H&SC

Buyer: ROYAL BOROUGH OF GREENWICH  
Current stage: Award  
OCID: ocds-h6vhtk-04fac1

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## Summary

The Royal Borough of Greenwich is procuring a new document management system for the Housing and Safer Communities (H&SC) department. This procurement, titled "Document Management System for H&SC," falls within the information technology services industry category and is located in London, UK. The procurement process reached the award stage on 31st March 2025 with the contract set to commence on 1st April 2025, running until 31st March 2028 with a possible extension until 2030. The contract was awarded to NEC Software Solutions UK Limited through a direct award method, as a replacement for the outdated TRIM system provided by Hewlett Packard, which is no longer supported and poses compliance risks.

This tender offers significant opportunities for businesses in the IT services sector, especially those specialising in document management solutions. Companies providing innovative document storage and retrieval systems are well-suited to compete in future similar tenders. Suppliers experienced in managing large data volumes and ensuring compliance with security standards can leverage their expertise to establish long-term partnerships with public authorities, leading to potential business growth and stability.

## Notice

Provision of a document management system (NEC Documents) for H&SC, replacing the incumbent solution

### Procurement Information

The directorate of Housing and Safer Communities has a long-established need for a dedicated document management solution. This is especially relevant to services that make use of business systems, such as NEC Housing, that do not provide built-in document storage capabilities of their own. The incumbent system, TRIM (provided by Hewlett Packard), has been in operation since 2007. The system has more than 500 users and now contains ~3.6 million documents, amounting to ~3.5 TB of data. The ability to store and access these documents is critical to service delivery. The Council's version of TRIM is outdated and all vendor support has been withdrawn. The Council does not have an active contract with the supplier, Hewlett Packard, or means of seeking renewal of any support agreements given the age of the system. The system is no longer commercially available for purchase. TRIM is not compliant. The system is dependent upon legacy infrastructure, namely 2003 and 2008 servers, which no longer receive security patches or support. As a result, TRIM and the hosting infrastructure present a major risk to the Council's PSN compliance. Though Digital has taken steps to secure TRIM, these are interim measures only and do not satisfy PSN requirements. Working in collaboration, Digital and H&SC started a technology options appraisal in December 2022. The appraisal aimed to determine the best document management solution available to replace TRIM and meet the Council's requirements. When the appraisal was concluded, the team presented a recommendation to procure and implement NEC Documents. The recommendation was approved by H&SC Digital Board in March 2023. The proposed contract with NEC Software Solutions UK Ltd will secure provision of the preferred document management system, NEC Documents. The documents retained in the incumbent system are critical to service delivery. If we do not proceed with the award of a contract and subsequently implement a new document management system, the Council faces significant risk of reputational, legal and financial damage resulting from potential data loss and system failure. Without a replacement system, it will not be possible to decommission TRIM and the Council's PSN compliance will also be at serious risk.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/012047-2025 |
| Notice type | UK5 - Transparency Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Direct |
| Procurement method details | Direct award |
| Tender suitability | Not specified |
| Awardee scale | Large |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 31 Mar 2025 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 31 Mar 2025 |
| Contract period | 31 Mar 2025 - 31 Mar 2028 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | £700,000 |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Complete |
| Awards status | Pending |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | ROYAL BOROUGH OF GREENWICH |
| Locality | LONDON |
| Post town | South East London |
| Postcode | SE18 6HQ |
| Country | England |
| ITL 1 | TLI London |
| ITL 2 | TLI5 Outer London - East and North East |
| ITL 3 | TLI51 Bexley and Greenwich |
| Local authority | Greenwich |
| Electoral ward | Woolwich Arsenal |
| Westminster constituency | Greenwich and Woolwich |
| Delivery location | Not specified |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | NEC SOFTWARE SOLUTIONS |

## CPV Codes

### Divisions

- 72 - IT services: consulting, software development, Internet and support

### Codes

- 72222300 - Information technology services

## Release History

- 31 Mar 2025 at 14:16 - Award - UK5 - Transparency Notice - https://www.find-tender.service.gov.uk/Notice/012047-2025

## Documents

- https://www.find-tender.service.gov.uk/Notice/012047-2025
  31st March 2025 - Transparency notice on Find a Tender

## Notice URLs

- https://www.legislation.gov.uk/ukpga/2023/54/contents
- https://www.necsws.com

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04fac1. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-04fac1.json.