It protects the future workflow. Moving to 1,000 pages per year gives staff a reliable route for new documents after the initial backlog push.
It avoids unnecessary remediation. Further archiving and retention decisions can reduce the in-scope estate before pages are consumed.
It creates evidence. The portal records the estate, issues, remediated outputs and use of the annual allowance.
Recommended Proposed Solution
| Programme | Number of pages remediated | Annual Price | Benefit |
|---|
| Year 1 | 8000 | £11,200 | Upfront effort remediating historic PDFs alongside ongoing remediation of new documents. Using time to archive historic and no longer relevant documents |
|---|
| Year 2 | 5000 | £9,0000 | Clear reduced list of backlog PDFs |
|---|
| Year 3 | 1000 | £3,000 | Keep up with new documents, ensuring they comply with PSBAR and Assertion 10. |
|---|
Ruth and Mel will review the information with Linda and confirm which October meeting or committee should consider the proposal. Human Resources on 26 October was mentioned as one possibility, although the route had not been finalised during the call.
Recite Me to confirm the first-year price for the recommended 3,000-page allowance and provide final contractual terms.
The council to confirm the committee or Full Council route, meeting date, budget source and any quotation requirements under its Financial Regulations.
The council to validate the ROI assumptions, particularly staff cost and whether the 15-minute estimate should apply per page or per document.
If approved, agree portal users, initial quick-win and priority groups, archive rules, hosting preference and mobilisation date.
Review progress before the annual renewal and set the balance between new documents and remaining historic priorities.