We don't know whether the most recent response to this request contains information or not – if you are Rex please sign in and let everyone know.

Document Production and Delivery Statistics

Rex made this Freedom of Information request to Driver and Vehicle Licensing Agency

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

We're waiting for Rex to read a recent response and update the status.

Dear Driver and Vehicle Licensing Agency,

Please can you provide the following statistics for the period Jan 2018 to present:
- The number of physical documents generated which were to be sent to drivers, registered keepers and / or other responsible parties
- The number of those documents sent via some form of recorded delivery
- The number of known tracked items that have a "missing", "undelivered" or similar category applied after they have left DVLA

Can you also please explain what regular assessments and QA procedures are in place to reduce the number of missing documents in transit, and where in the overall process the largest number of missing documents have been documented (as a result of these QA procedures)?

Finally, what is the estimated rate of loss of documents in transit both within the DVLA and onwards by the DVLAs delivery partners?

Yours faithfully,

Rex Lampier

FOI FOI, Driver and Vehicle Licensing Agency

Dear Rex Lampier

Thank you for your e-mail requesting information. The DVLA are dealing with your request under the terms of The Freedom of Information Act 2000.

Your request has been given reference number: FOIR7922.

You should expect to receive a reply to your request by 14/10/19.

If you have any further questions or enquiries on this request please quote the reference number.

Regards

Simon Jones
Data Sharing Strategy and Compliance
Strategy, Policy & Communications Directorate | C2-E | DVLA | Swansea | SA99 1DY

We can always spot an untaxed car.  Tax it or lose it.
Go to www.gov.uk/vehicletax

Twitter: @dvlagovuk  |  Facebook: dvlagovuk  |  YouTube: dvlagov

show quoted sections

FOI FOI, Driver and Vehicle Licensing Agency

Dear Mr Lampier

In order for us to proceed with your request could you clarify specifically what generated documents you are requesting information on.

If we do not receive a response within three months we will assume you no longer wish to proceed with this request.

Regards

Ian Davies
Freedom of Information Team, Data Sharing & Protection Group | Strategy, Policy & Communications Directorate| C2 - West | DVLA | Swansea | SA6 7JL
Twitter: @dvlagovuk

We can always spot an untaxed car. Tax it or lose it.
Rydym wastad yn llwyddo i ddod o hyd i gar heb dreth. Trethwch ef neu byddwch yn ei golli.
Go to/Ewch i www.gov.uk/vehicletax

show quoted sections

Dear Mr Davies

Thank you for your belated query, although I will hold DVLA to the response timelines from the original FOI.

The request is simple in that "documents" referred to in the initial part of the request:

"The number of physical documents generated which were to be sent to drivers, registered keepers and / or other responsible parties"

Refers to all forms, issuance, notices and other documents not specifically noted; but which are generated by the DVLA and sent to drivers, registered keepers and / or responsible parties.

As your production system is allegedly automated I had assumed that this would simply be a case of checking the reports for the time period indicated to find out the total number of items sent by the DVLA to drivers / registered keepers / other responsible parties.

Does your document production platform not provide such reports?

Yours sincerely,

Rex

FOI, Driver and Vehicle Licensing Agency

1 Attachment

Dear Mr Lampier

Please find attached the reply to your Freedom of Information request FOIR7922.

Regards

Ian Davies
Freedom of Information Team, Data Sharing & Protection Group | Strategy, Policy & Communications Directorate| C2 - West | DVLA | Swansea | SA6 7JL
Twitter: @dvlagovuk

We can always spot an untaxed car. Tax it or lose it.
Rydym wastad yn llwyddo i ddod o hyd i gar heb dreth. Trethwch ef neu byddwch yn ei golli.
Go to/Ewch i www.gov.uk/vehicletax

show quoted sections

Dear FOI,

Thank you for your response.

Whilst the information is useful, there are just two points I would like you to clarify in order to properly answer my request.

Firstly; In response to my question about QA, you state that "Once a physical document/envelope has been collected by our mail service providers (UK Mail /Royal Mail), the service provider assumes the responsibility to deliver an item of mail.".

After re-reading a few times I don't see anything in your response about the specifics of the QA here; so the question is:

What verification is done by either the DVLA or MSP to ensure that all documents printed / produced are in fact contained in the collection the MSP is making? i.e. how can you be certain that documents produced are collected by your MSPs for delivery?

Finally; I asked "Can you also please explain what regular assessments and QA procedures are in place to reduce the number of missing documents in transit, and where in the overall process the largest number of missing documents have been documented (as a result of these QA procedures)?"

Whilst your response to this question is relevant to the first part of this question, you have not answered "...where in the overall process the largest number of missing documents have been documented...". Please can you clarify this also?

Yours sincerely,

Rex

FOI, Driver and Vehicle Licensing Agency

Dear Mr Lampier

Thank you for request for an Internal Review of FOIR7922.

The DVLA are be dealing with your request under the FOIA (2000).

You should receive a reply to this request by 25 November.

Regards

Ian Davies
Freedom of Information Team, Data Sharing & Protection Group | Strategy, Policy & Communications Directorate| C2 - West | DVLA | Swansea | SA6 7JL
Twitter: @dvlagovuk

We can always spot an untaxed car. Tax it or lose it.
Rydym wastad yn llwyddo i ddod o hyd i gar heb dreth. Trethwch ef neu byddwch yn ei golli.
Go to/Ewch i www.gov.uk/vehicletax

show quoted sections

FOI, Driver and Vehicle Licensing Agency

1 Attachment

Dear Mr Lampier

Please find attached the reply to your request for Internal Review for FOIR7922.

Regards

Ian Davies
Freedom of Information Team, Data Sharing & Protection Group | Strategy, Policy & Communications Directorate| C2 - West | DVLA | Swansea | SA6 7JL
Twitter: @dvlagovuk

We can always spot an untaxed car. Tax it or lose it.
Rydym wastad yn llwyddo i ddod o hyd i gar heb dreth. Trethwch ef neu byddwch yn ei golli.
Go to/Ewch i www.gov.uk/vehicletax

show quoted sections

Hi -

Thank you for your response, however I asked for a clarification rather than an internal review. I will assume that as you have not answered my question about "... where in the overall process the largest number of missing documents have been documented...?", you are refusing to provide this specific information.

Finally; despite your further response there is still a matter which you have not clarified, although I appreciate you providing information related to it.

I asked: "...i.e. how can you be certain that documents produced are collected by your MSPs for delivery?"

You state: "The DVLA then hands over the items for despatch to the respective Mail Service
Provider and is reconciled against control documentation, which provides the DVLA
with the assurance that a piece of mail has left us."

Please explain how the MSP "reconciles against control documentation" - does the control documentation consist of a log of each mail item for which the MSP must sign?

Thanks

Rex Lampier

FOI, Driver and Vehicle Licensing Agency

Dear Rex

I am writing further to your email of 21 November following receipt of the outcome of the review into your request Ref: FOIR7922 (‘Document Production and Delivery Statistics’).

I apologise for not being able to reply until now and for any confusion with regard to the purpose of you writing to us on 29 October.

You have suggested that we have refused to answer a particular request but for the avoidance of doubt, we do not hold recorded information in scope of “where in the overall process the largest number of missing documents have been documented”.

Your latest correspondence then asked us to explain “how the MSP reconciles against control documentation – does the control documentation consist of a log of each mail item for which the MSP must sign?” While this is a request for an explanation rather than a request for recorded information, we can provide the following response to your question.

At the physical handover of a batch of mail (between the DVLA and the mail collection supplier), the batch is scanned by the reference number assigned to it before it leaves the DVLA. This allows us to track when it has left us.

I hope this assists.

Regards
Ian

Ian Aubrey
Freedom of Information Team – C2/W
Data Sharing & Protection Group | Strategy, Policy and Communications Directorate | DVLA | Swansea | SA6 7JL

We can always spot an untaxed car. Tax it or lose it.
Go to www.gov.uk/vehicletax

Twitter: @dvlagovuk | Facebook: dvlagovuk | Instagram: dvlagov

************************************************************************************
Correspondents should note that all communications to DVLA may be automatically logged, monitored and/or recorded for lawful purposes.

Please visit www.gov.uk/browse/driving for government information on all aspects of motoring, ranging from log books and driving licences to driving tests and vehicle tax.
************************************************************************************

We don't know whether the most recent response to this request contains information or not – if you are Rex please sign in and let everyone know.