Document Scanning and Records Management

Daniel Stonard made this Rhyddid Gwybodaeth request to Cornwall Council

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

Gwrthodwyd y cais gan Cornwall Council.

Dear Cornwall 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

Cornwall Council

Thank you for your Freedom of Information (FOI)/Environmental Information
Regulations (EIR) request - Reference FOI-101004422966. In normal
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Freedom Of Information Mail, Cornwall Council

Dear Daniel Stonard,

 

Your request under the Freedom of Information Act 2000

 

Thank you for your request dated 16 April 2019.

 

In order for us to complete your request and provide a response, we need
to clarify the information that you require as we are not entirely clear
on aspects of your request. Therefore please could you clarify and expand
on some of your questions.

 

Please can you advise dates for your request, as we would need a timeframe
for volumes scanned.

 

Please can you confirm in relation to question 5, are you asking for large
documents that are scanned or each scan every individual in the council
scans in every department?

 

Please note that until we receive your response, we will not be able to
start processing your request, and the 20 working day limit will not
begin. If we do not receive a response to this letter within one month of
the above date, we will assume that you no longer require this
information. Otherwise we look forward to receiving your response and
completing your request as soon as possible.

 

Cornwall Council is committed to open and transparent government and
provides information to members of the public about all aspects of the
authority. 

 

We deal with around 2000 FOI/EIR requests for information each year, with
the cost to the Council ranging between £25 and £450 per request. You may
be able to find the information by checking previous responses on our
[1]Disclosure Log, the Council’s [2]Publication Scheme, or by checking the
Council’s website at [3]www.cornwall.gov.uk.  Therefore if you do
subsequently find the information you require by this method and no longer
wish us to process your request, please do let us know.

 

If you wish to complain about the way the Council is dealing with your
request, please write to:

 

 

Freedom of Information Complaints

Cornwall Council

Room 4S

County Hall

Treyew Road

Truro

TR1 3AY

 

Email: [4][Cornwall Council request email]

 

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right to apply directly to the Information Commissioner's Office, their
contact details are:

FOI/EIR Complaints Resolution
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Email: [5][email address]

Yours sincerely
Dhywgh hwi yn hwir

 

Marc

Marc Allen | Information Management Advisor
Cornwall Council | Customer Access and Digital Services | Customer and
Support Services Directorate
[6][email address] External: 01872 322223
[7]www.cornwall.gov.uk | ‘Onen hag oll’
4^th Floor North, New County Hall, Treyew Road, Truro, TR1 3AY

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Dear Freedom Of Information Mail,

Hi, Please either provide daily average volumes or run for previous 12 month period. The request is relating to all documents, regardless of size / shape.

Yours sincerely,

Daniel Stonard

Dear Freedom Of Information Mail,

The question relates specifically to the images/pages scanned. i.e. x1 document, with 25 A4 pages within = 25 pages.

Yours sincerely,

Daniel Stonard

Freedom Of Information Mail, Cornwall Council

1 Atodiad

  • Attachment

    FOI 101004422966 FOI Exceeds Appropriate Limit advice and assistance letter.doc

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Information Classification: CONTROLLED

Dear Daniel Stonard,

 

Please find attached a letter formally enclosing the Council’s response to
your request for information under the Freedom of Information Act 2000. If
you have difficulty in opening the attachment(s), please contact me and I
will send you a copy by post.

 

Kind regards

 

 

Marc Allen | Information Management Advisor

Cornwall Council | Corporate & Information Governance | Customer Access &
Digital Services

[1][email address]  | Tel: 01872 322647 | Int: 492647

[2]www.cornwall.gov.uk | ‘Onen hag oll’

4N, New County Hall, Treyew Road, Truro, Cornwall, TR1 3AY

Please note I do not work Mondays

 

This e-mail and attachments are intended for above named only and may be
confidential. If they have come to you in error you must take no action
based on them, nor must you copy or show them to anyone; please e-mail us
immediately at [email address]. Please note that this e-mail may
be subject to recording and/or monitoring in accordance with the relevant
legislation and may need to be disclosed under the Freedom of Information
Act 2000 or the Environmental Information Regulations 2004. Security
Warning: It is the responsibility of the recipient to ensure that this
e-mail and any attachments are virus free. The Authority will not accept
liability for any damage caused by a virus.

References

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