Dear West Berkshire Council,

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

Yours faithfully,

Daniel Stonard

foi, West Berkshire Council

FoI/2019/473

 

Dear Mr Stonard,

 

Request for information: Document Scanning and Records Management

 

Thank you for your request received 23^rd April 2019; we will respond
within twenty working days.

 

Yours sincerely,

 

Suzi Kenchington 

Information Compliance Officer

Strategic Support,

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

email:  [1][email address]

01635 519860 (external)  2860 (internal)      

 

From: Daniel Stonard [mailto:[FOI #570013 email]]
Sent: 23 April 2019 10:39
To: foi <[West Berkshire Council request email]>
Subject: Freedom of Information request - Document Scanning and Records
Management

 

This is an EXTERNAL EMAIL. STOP. THINK before you CLICK links or OPEN
attachments.

Dear West Berkshire Council,

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

Yours faithfully,

Daniel Stonard

-------------------------------------------------------------------

Please use this email address for all replies to this request:
[2][FOI #570013 email]

Is [3][West Berkshire Council request email] the wrong address for Freedom of Information
requests to West Berkshire Council? If so, please contact us using this
form:
[4]https://www.whatdotheyknow.com/change_re...

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Please note that in some cases publication of requests and responses will
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If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

dangos adrannau a ddyfynnir

foi, West Berkshire Council

FoI/2019/473

 

Dear Mr Stonard,

 

Request for information: Document Scanning and Records Management

 

Thank you for your request received 23rd April 2019; I have liaised with
the service and they have provided the following response (answers in blue
text):

 

You asked:

 

1: Does the council have a dedicated on-site scanning team for paper
records?

No
a: If so, how many FTE are within the team?

N/A
b: What volumes are the team scanning on a daily/weekly/monthly/annual
basis?

N/A
c: Are the team scanning legacy records or day forward, or both?

N/A
d: what hardware & software is used by the team?

N/A
e: Is the hardware leased, rented or was it purchased outright?

N/A
f: Who is responsible within the council for the procurement of hardware
and software? Please supply contact details.

Pete Guest, 01635 519308, [email address]

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?

N/A
c: What is the value of the contract?

N/A
d: When is the contract due for renewal?

N/A

3: Does the council have on-site facilities to store paper records?

No
a: If so, how many FTE manage the facility?

N/A
b: What is the cost to the council monthly/annually? Include real-estate,
FTE, systems and transport.

N/A

4: Does the council have contract(s) for off-site storage?
Yes
a: If so, who is the contract with?

MJF and Reading Storage
A1: What is the annual cost of off-site storage for the council?

The cost incurred depends on the number of boxes of records held at any
one time.  By way of illustration, the spend on off-site storage in 2018
was:

 

MJF = £39948.45

 

Reading Records = £11389.25

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?

N/A
d: What is the annual cost for outsourced scanning – either on-demand or
scheduled?

N/A

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?

Xerox MFD’s for corporate scanning.
b: Are volumes captured? If so, what are they?

Using Xerox MFD: Between 30/4/18 and 1/5/19 (Last year) we scanned a total
of 1,035,912 pages in 158,977 jobs (Average 6.5 pages per scan job).

Volumes are not captured for other systems.
c:What types of documents are scanned?
Any paper based document
6: Who in the council is responsible for records / document management
programmes/systems?

Matthew Scalpello, 01635 519151, [email address]
A: Please provide contact details

As above

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

Andy Best, 01635 519329, [email address]
A: Please provide contact details

As above

 

If you are unhappy with the way your request has been handled or the
outcome of your request, you may ask for an internal review. You should
contact The FoI Reviewing Officer, Strategic Support, Council Offices,
Market Street, Newbury RG14 5LD, email [email address] , within 40
working days, if you wish to request a review.

 

If you are not content with the outcome of the internal review, you have
the right to apply directly to the Information Commissioner for a
decision. The Information Commissioner can be contacted at:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire SK9 5AF

 

Yours sincerely,

 

James Gore

Data Protection Officer

Legal and  Strategic Support 

West Berkshire Council  Market Street  Newbury  RG14 5LD

(01635) 519591| Ext 2591 | [1][email address]

[2]www.westberks.gov.uk 

 

 

From: Daniel Stonard
[[3]mailto:[FOI #570013 email]]
Sent: 23 April 2019 10:39
To: foi <[4][West Berkshire Council request email]>
Subject: Freedom of Information request - Document Scanning and Records
Management

 

This is an EXTERNAL EMAIL. STOP. THINK before you CLICK links or OPEN
attachments.

Dear West Berkshire Council,

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

Yours faithfully,

Daniel Stonard

-------------------------------------------------------------------

Please use this email address for all replies to this request:
[5][FOI #570013 email]

Is [6][West Berkshire Council request email] the wrong address for Freedom of Information
requests to West Berkshire Council? If so, please contact us using this
form:
[7]https://www.whatdotheyknow.com/change_re...

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[8]https://www.whatdotheyknow.com/help/offi...

For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:
[9]https://www.whatdotheyknow.com/help/ico-...

Please note that in some cases publication of requests and responses will
be delayed.

If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

dangos adrannau a ddyfynnir