Freedom of information response

Records and Document Management

Publication date: 
Thursday 6 June 2019
Request: 

1, What Document / Records management system/s does the council currently use? Please include the supplier/vendor name, software product name and version number.
1.2, What is the current annual cost for the solution?
1.3,What year was the solution first purchased?
1.4 Do you use a separate document management system in any department i.e. HR or Revenues and Benefits?
1.5 When will you be re-procuring a Revenues and Benefits system?

2, Where are physical records / documents stored?
2.1 How many physical records are currently being stored either by supplier or by the council.
2.2 If out sourced with a supplier please provide start/end date and spend for 2018.
2.3 If managed in-house how much does the council spend annually on physical storage of records? Including any building and staff costs.

3, Is there any agreements or projects in place to digitise paper records?
3.1 If so, is this being done in-house or by a supplier?
3.2 If by a supplier, please provide details of who and when the contract started.

4, Can you please provide the name(s) and contact details of the member(s) of staff that would look after the above 3 points.

5, How many FOI/SAR did you receive in 2018?
5.1 Do you have a cost per FOI request that you have calculated and what is that if so?
5.2 Do you have a cost per SAR request that you have calculated and what is that if so?

Response: 

1. Objective v10.4
1.2 £73,518.13
1.3 2014
1.4 Yes
1.5 No current plans

2. MJF Data Management, Riverside House, Riverside Way, Uxbridge
2.1 10,292 boxes
2.2 Spend for Fiscal Year 2018-2019 - £43,655
2.3 N/A

3. Yes
3.1 In-house
3.2. N/A

4.   

Unfortunately we are unable to provide in full the information you have requested.  We do hold the information but an absolute exemption applies.  Personal Information (Section 40,2)

Personal data of any other person (third party data) is exempt under section 40(2) if disclosure would breach one of the data protection principles. This aspect of Section 40 is an Absolute Exemption and is therefore not subject to the Public Interest Test.

The names of officers working for the Council is personal data specific to them. It is therefore subject to the provisions of the Data Protection Act. Information can be withheld if its disclosure would be likely to breach one or more of the Principles of the Data Protection Act. There is no prior expectation on the part of team Managers (or other officers working below the level of Director) that their names and job titles / positions would be published into the wider public domain under FOI. A disclosure made under FOI constitutes a publication to the world at large. We believe that to disclose this would be likely to breach the first Principle of the Data Protection Act by unfairly contravening their right to privacy and confidentiality in the work place.

However, in the interests of transparency we are able to share details relating to senior officers (Director  level and above). For these officers, there is already a greater expectation of openness about their role given their level of accountability for service provision and budgetary decision making.

For your information please see the below link which outlines staff details of Director and above: https://www.thurrock.gov.uk/chief-executive-and-directors-board/responsibilities-of-chief-executive-and-directors-board

5. Please see following web link: https://democracy.thurrock.gov.uk/documents/s21908/Annual%20Access%20to%20Records%20Report%20201718.pdf

5.1 Information not held
5.2 Information not held

You are free to use any information supplied to you for your own use, including non-commercial research purposes. However, any other type of re-use, for example, by publishing the information or issuing copies to the public will require the permission of the copyright owner.

Where the copyright is owned by Thurrock Council, you must apply to the Council to re-use the information. Please email information.matters@thurrock.gov.uk if you wish to re-use the information you have been supplied. For information where the copyright is owned by another person or organisation, you must apply to the copyright owner to obtain their permission.

If you are dissatisfied with the way in which the council have managed your request you can pursue an independent review by contacting us at the above address and your request will be considered by the Information Manager who will update you with the outcome. 

You may also wish to refer your case to the Information Commissioner’s Office, details of this organisation can be found at www.ico.org.uk. Alternatively they can be contacted on 0303 123 1113.

Request reference:
FOI 8942