Freedom of information response

1. Does the Council have a dedicated on-site scanning team for paper records? There is no dedicated full time team – but scanning is completed in house as required

a. If so, how many FTE are within the team? See response to Q1

b. What volumes are the team scanning on a daily / weekly / monthly / annual basis? See response to Q1

c. Are the team scanning legacy records or day forward, or both? Both

d. What hardware & software is used by the team? Primarily scanning is done with Kodak smart scanners using Ezescan software integrated with our EDRM system

e. Is the hardware leased, rented or was it purchased outright? Purchased outright

f. Who is responsible within the organisation for the procurement of hardware and software? Please supply contact details. IT.Procurement@thurrock.gov.uk

2. If the Council does not have a dedicated on-site scanning team, is there a contract for outsourced document scanning provisions? No

a. If so, who is this contract with?

b. What is the value of the contract?

c. When is the contract due for renewal?

3. Does the Council have on-site facilities to store paper records? Yes

4. Does the Council have contract(s) for off-site storage? Yes

a. If so, who is the contract with? MJF Records Management

b. Does the contract include scan on demand or digitising services? No

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? Yes

a. If so, what hardware and software is used to manage this? Samsung Multi Functional Devices (scan/print etc)

b. Are volumes captured? If so, what are they? No

c. What types of documents are scanned? All corporate records suitable for scanning

6. Who is responsible for records / document management programmes/systems? Please provide contact details – There is no one individual responsible as this will cut across several teams

7. Who manages the contract(s) relationships with hardware providers and outsourced storage or scanning providers? Please provide contact details Procurement@thurrock.gov.uk

If you are dissatisfied with the way in which the council have managed your FOI request you can pursue an Internal Review by contacting us using the above email address. An internal review must be submitted within 40 working days of your original reply. Your request will be considered by a senior member of the Information Management Team who will update you with the outcome of the review.

If you remain unhappy following the outcome of your Internal Review you may wish to refer your case to the Information Commissioner’s Office (ICO) and details of this organisation can be found at www.ico.org.uk . Please be advised that the ICO will not consider your case until they have confirmation that you have already been through the Internal Review stage with the council.