Dear Mr Stonard
 
FREEDOM OF INFORMATION REQUEST REFERENCE NO: West Mercia Police 9031 and
Warwickshire Police 00922
 
I write in connection with your request for information dated and received
on 08th November 2017.
 
Your request will now be considered in accordance with the Freedom of
Information Act 2000 (the Act).  You will receive a response within the
statutory timescale of 20 working days as defined by the Act, subject to
the information not being exempt or containing a reference to a third
party.  In some circumstances West Mercia Police and Warwickshire Police
may be unable to achieve this deadline.  If this is likely you will be
informed and given a revised time-scale at the earliest opportunity.
 
There may be a fee payable for the retrieval, collation and provision of
the information you request.  If this is the case you will be informed and
the 20 working day timescale will be suspended until we receive payment
from you. If you chose not to make payment then your request will remain
unanswered.
 
Some requests may also require either full or partial transference to
another public authority in order to answer your query in the fullest
possible way. Again, you will be informed if this is the case.
 
Should you have any further enquiries concerning this matter, please write
or telephone the Information Compliance Unit quoting the reference number
above.
 
Yours sincerely
 
 
Sue Cale
Information Compliance Assistant
Information Compliance Unit
Warwickshire Police & West Mercia Police
P O Box 55
Hindlip  WR3 8SP
 
DD 01905 331545 (Ext. 2545)
[email address]
 
 
 
 

View our new Warwickshire Police and West Mercia Police websites at:
[1]www.warwickshire.police.uk and [2]www.westmercia.police.uk

[3]Join the Special Constabulary and Make the Difference Make the
difference
For more information about becoming a Special Constable,
please visit,

Warwickshire Police: [4]www.warwickshire.police.uk/specialconstables
West Mercia Police: [5]www.westmercia.police.uk/specialconstables

References

Visible links
1. http://www.warwickshire.police.uk/
http://www.warwickshire.police.uk/
2. http://www.westmercia.police.uk/
http://www.westmercia.police.uk/
4. file:///tmp/www.warwickshire.police.uk/specialconstables
5. file:///tmp/www.westmercia.police.uk/specialconstables

Dear Mr Stonard
FREEDOM OF INFORMATION REQUEST REFERENCE NO: West Mercia Police 9031 and
Warwickshire Police 00922　
I write in connection with your requests for information received on 8th
November 2017 . In order to be able to respond to your request I require
further information from you. Please would you clarify what information is
required for questions 7 - 10:
7. Are there any special stationary types used? Please clarify - What do
you mean by `special stationary types`, and used for what?
8. Do you use pre-printed inserts. Please clarify - What pre-printed
inserts are you referring to, and used for what?
9. Does the force mandate the scanning of records? 10. If yes could you
please supply daily volumes of record scanning? Please clarify - What
records are you referring to?
After receiving your reply, your request will then be considered and you
will receive the information requested within the statutory timescale of
20 working days as defined by the Freedom of Information Act 2000, subject
to the information not being exempt or containing a reference to a third
party.
However, if the requested additional information has not been received by
11th December 2017. I will assume you no longer wish to proceed with this
request and will treat it as withdrawn.
There may be a fee payable for the retrieval, collation and provision of
the information you request. If this is the case you will be informed and
the 20 working day timescale will be suspended until we receive payment
from you. If you chose not to make a payment then your request will remain
unanswered.
Should you have any further enquiries concerning this matter, please write
or telephone the Information Compliance Unit quoting the reference number
above.
Yours sincerely
　
Mrs R Williams
Information Compliance Unit
Warwickshire Police & West Mercia Police PO Box 55 Hindlip Worcester
WR3 8SP
01905 331545 / 331565
 
 

View our new Warwickshire Police and West Mercia Police websites at:
[1]www.warwickshire.police.uk and [2]www.westmercia.police.uk

[3]Join the Special Constabulary and Make the Difference Make the
difference
For more information about becoming a Special Constable,
please visit,

Warwickshire Police: [4]www.warwickshire.police.uk/specialconstables
West Mercia Police: [5]www.westmercia.police.uk/specialconstables

References

Visible links
1. http://www.warwickshire.police.uk/
http://www.warwickshire.police.uk/
2. http://www.westmercia.police.uk/
http://www.westmercia.police.uk/
4. file:///tmp/www.warwickshire.police.uk/specialconstables
5. file:///tmp/www.westmercia.police.uk/specialconstables

 
Dear Mr Stonard
FREEDOM OF INFORMATION REQUEST REFERENCE NOs:  West Mercia Police 9031 and
Warwickshire Police 00922
I write in connection with your requests for information which were
received on 8^th November 2017.  Please find below the responses to your
requests for West Mercia Police and Warwickshire Police information:
West Mercia Police and Warwickshire Police Alliance REPLY:
1. Does the force manage its own incoming mail/records or is this service
outsourced?
REPLY: The forces manage incoming mail.
2. If outsourced who is the current provider, when did the contract start
and what is the contract term?
a. Was this contract awarded via any Frameworks e.g. CCS RM1063?
b. What is the cost of the incoming mail service within the force?
 
REPLY: Not applicable
3. Is any of the incoming mail/records scanned or is it physically
transported across the force?
REPLY: Physically transported.
a. What is the volume of incoming mail/records per day/week/month received
by the force?
REPLY: No specific recorded information held
b. Is the scanning linked to any Document Management systems?
c. If so can you confirm which ones are used within the force?
REPLY: Not applicable
4. If the service is provided in house how many staff are involved in:
a. Sorting the incoming mail
REPLY:
West Mercia Police - 10
Warwickshire Police - 7
b. Distributing incoming mail
REPLY:
West Mercia Police - 9
Warwickshire Police - 1
 
5. Does the force currently scan documents at department level?
6. Please outline which departments and average daily volumes b. Is there
a standard within the force?
REPLY: There is no specific information held in relation to the whole
Alliance, however it is known that some departments do scan some documents
7. Are there any special stationary types used. ie letterheads, barcoded
documents, etc., which the Force pay for/print?
REPLY: Letterheads and business reply envelopes are printed externally,
all other stationery - compliment slips and business cards are printed
internally
8. Do you use pre-printed inserts, ie. As with Q7 barcoded sheets which
the Force must print to include with paper processes?
 
REPLY: The only forms that include barcodes are national forms NAFIS 1A
and 3A.
9. Does the force mandate the scanning of records?
REPLY: No
10. If yes could you please supply daily volumes of record scanning?
REPLY: Not applicable
11. Can you please provide the contact details of the force’s IT Director?
a. If the IT Director is not responsible for Digital Transformation &
Strategy, please supply contact details of the person(s) who are.
 
REPLY: Mr Wayne Parkes is Head of ICT
[1][email address]
01905 332377
12. Can you please provide the contact details of the force’s Business
Transformation Officer?
REPLY: Mr Joe O’Sullivan is the Alliance’s Transformation Director 
[2][email address].
07811 844763
13. Could you please supply org chart for records management / information
security?
REPLY: There are no specific charts held but the following is a
hierarchical overview:
 
                Chief Officers Directorate
 
                           SIRO (DCC)
 
        Head of Knowledge and Information Management
    Records Manager               Information Security Manager
 
14. Where are physical records / documents stored?
REPLY: Either within the department or at the Defford Central Store
15. Are there any agreements or projects in place to digitise paper
records
REPLY: No
a. If so, is this being done in-house or by a supplier?
b. If by a supplier, please provide details of who and when the contract
started c. How much does the force spend annually on physical storage of
records?
REPLY: Not applicable
d. How much does the force spend annually on scanning physical records
(include labour/resource)
REPLY: No specific recorded information held.
16. Does the force have the facilities to scan paper records on-site?
a. If so, what hardware is in place to facilitate this
 
REPLY: There is no specific information held in relation to the whole
Alliance, however it is known that some departments do scan some
documents.
HP MFP 4445
HP M630
HP Power flow 8500
17. Who sponsors the drive for digital documents within the force? Please
provide contact details
REPLY: No specific recorded information held.
Every effort has been made to ensure that the information provided is as
accurate as possible
Your attention is drawn to the below which details your right of
complaint.
Should you have any further enquiries concerning this matter, please write
or telephone the Information Compliance Unit quoting the reference number
above.
Yours sincerely
 
Mrs R Williams
Information Compliance Unit
Warwickshire Police & West Mercia Police
PO Box 55
Hindlip
Worcester
WR3 8SP
01905 331545 / 331565
 
West Mercia Police in complying with their statutory duty under sections 1
and 11 of the Freedom of Information Act 2000 to release the enclosed
information will not breach the Copyright, Designs and Patents Act 1988.
However, the rights of the copyright owner of the enclosed information
will continue to be protected by law. Applications for the copyright
owner’s written permission to reproduce any part of the attached
information should be addressed to The Force Solicitor, West Mercia Police
Headquarters, PO Box 55, Hindlip, Worcester, WR3 8SP.
COMPLAINT RIGHTS
Are you unhappy with how your request has been handled or do you think the
decision is incorrect?
You have the right to require West Mercia Police (WMP) to review their
decision.
Prior to lodging a formal complaint you are welcome and encouraged to
discuss the decision with the person that dealt with your request.
Ask to have the decision looked at again -
The quickest and easiest way to have the decision looked at again is to
contact the person named at the end of your decision letter.
That person will be able to discuss the decision, explain any issues and
assist with any problems.
Complaint
If you are dissatisfied with the handling procedures or the decision of
WMP made under the Freedom of Information Act 2000 (the Act) regarding
access to information, you can lodge a complaint with WMP to have the
decision reviewed. WMP must be notified of your intention to complain
within 20 working days of the date of its response to your Freedom of
Information request. Complaints should be made in writing and addressed
to:
West Mercia Police Headquarters
Information Compliance Unit
Hindlip Hall
Hindlip
PO Box 55
Worcester
WR3 8SP
or
Email:  [email address]
In all possible circumstances, WMP will aim to respond to your complaint
within 20 working days.
The Information Commissioner
After lodging a complaint with WMP if you are still dissatisfied with the
decision you may make application to the Information Commissioner for a
decision on whether the request for information has been dealt with in
accordance with the requirements of the Act.
For information on how to make application to the Information Commissioner
please visit their website at [3]https://ico.org.uk/ Alternatively, phone
or write to:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Phone: 0303 123 1113 (local rate) or 01625 545745 if you prefer to use a
national rate number
Fax:    01625 524 510
 
 
 
 

[4]Putting Victims FirstPutting Victims First
Warwickshire Police and West Mercia Police are committed to providing the
best possible service to our communities and putting victims at the heart
of everything we do.

For information on services and support given to our victims by us and our
criminal justice partners visit our websites:

Warwickshire Police: [5]www.warwickshire.police.uk/puttingvictimsfirst
West Mercia Police: [6]www.westmercia.police.uk/puttingvictimsfirst

References

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2. mailto:[email address]
3. https://ico.org.uk/
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