Freedom of information response

Records Management

Publication date: 
Thursday 6 June 2019
Request: 

1: Does the council have a dedicated on-site scanning team for paper records?
A: If so, how many FTE are within the team?
B: What volumes are the team scanning on a daily/weekly/monthly/annual basis?
C: Are the team scanning legacy records or day forward, or both?
D: what hardware & software is used by the team?
E: Is the hardware leased, rented or was it purchased outright?
F: Who is responsible within the council for the procurement of hardware and software? Please supply contact details.

2:If the council does not have a dedicated on-site scanning team, is there a contract for outsourced document scanning provisions?
A: If so, who is this contract with?
C: What is the value of the contract?
D: When is the contract due for renewal?

3: Does the council have on-site facilities to store paper records?
A: If so, how many FTE manage the facility?
B: What is the cost to the council monthly/annually? Include real-estate, FTE, systems and transport.

4: Does the council have contract(s) for off-site storage?
A: If so, who is the contract with?
A1: What is the annual cost of off-site storage for the council?
B: Does the contract include scan on demand or digitising services?
C: If so, what volumes of pages / images are scanned daily/weekly/monthly/annually?
D: What is the annual cost for outsourced scanning – either on-demand or scheduled?

5: Are there departments within the council that scan their own documents locally?
A: If so, what hardware and software is used to manage this?
B: Are volumes captured? If so, what are they?
C:What types of documents are scanned?

6: Who in the council is responsible for records / document management programmes/systems?
A: Please provide contact details

7: Who in the council manages the contract(s) relationships with hardware providers and outsourced storage or scanning providers?
A: Please provide contact details

Response: 

1.    No
 

2.    No
 

3.    Yes
a) Managed by outsourced facilities contractors as part of the overall building facilities requirements.
b) £0

4.    Yes
a) MJF Records Management
i) Box storage costs for Financial Year 2018-2019 = £38,111
b) No
c) N/A
d) We no longer outsource scanning

5.    Yes
a) Samsung Multi-functional devices (print/copy/scan)
b) No
c) All relevant corporate records

6.    Records Manager (HR, OD & Transformation)
a)

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

7. ICT Commercial Manager

a) Please see Question 6a above

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 9013