Dear Woking Borough 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

Comments, Woking Borough Council

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Woking Borough Council, Civic Office, Gloucester Square, Woking, Surrey GU21 6YL
Phone: 01483 755855 | Fax: 01483 768746 | Web: www.woking.gov.uk

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Comments, Woking Borough Council

We acknowledge receipt of your Freedom of Information Request. Your request has been forwarded to the Policy department for action.
Kind regards
Customer Services
______________________________________________
Woking Borough Council, Civic Offices, Gloucester Square, Woking, Surrey, GU21 6YL
Phone: 01483 755855 | Fax: 01483 768746 | Web: www.woking.gov.uk

________________________________________
From: Daniel Stonard [[FOI #570004 email]]
Sent: 23 April 2019 10:32
To: Comments
Subject: Freedom of Information request - Document Scanning and Records Management

Dear Woking Borough 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

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Woking Borough Council

Dear Sir/Madam,

Freedom of Information Act 2000 - Information Request.

Reference: (3025-10510770)
Subject: Document Scanning and Records Management

Thank you for your request for information under the Freedom of
Information Act 2000. Your request was received on 23/04/2019 and we are
dealing with it under the terms of the Act.

You will receive the information requested within 20 working days unless
the Council does not hold the information or there is a reason for it to
be withheld. We will write to you in any event.

In the meantime, if you have any questions please do not hesitate to
contact the Democratic Services Team at Woking Borough Council.

Democratic Services (FOI Request).
Civic Offices,
Gloucester Square,
Woking,
GU21 6YL.
[1]Email: [email address]
Tel: 01483 755855

Yours faithfully,

Woking Borough Council,
Civic Offices,
Gloucester Square,
Woking,
GU21 6YL.

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Woking Borough Council

Dear Sir/Madam,

Freedom of Information Act 2000 - Information Request.
Our Reference (3025-10510770).

Further to your request for information dated 23/04/2019, I can confirm that your request has been dealt with as a formal request for information under the Freedom of Information Act 2000.

You requested;
FOI Request Subject `Document Scanning and Records Management`.
FOI Request Details;
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

I confirm that the Council holds information which meets the description contained in your request and the information requested is set out below.

Subject: Document Scanning and Records Management

Details:
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. N/A

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? YES
a: If so, how many FTE manage the facility? 0.3
b: What is the cost to the council monthly/annually? Include real-estate, FTE, systems and transport.
FTE cost £10k per year. Negligible cost to Council since archive boxes are recycled/reused and storage is on site.

4: Does the council have contract(s) for off-site storage? NO
a: If so, who is the contract with? N/A
A1: What is the annual cost of off-site storage for the council? N/A
b: Does the contract include scan on demand or digitising services? N/A
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?
All departments in the Council scan their own documents locally.
a: If so, what hardware and software is used to manage this?
Corporate Sharp Multi-Functional Devices, Fujitsu 5750c, other local scanners.
b: Are volumes captured? If so, what are they?
Volumes are not captured or reported per section or across the Council as a whole.
c: What types of documents are scanned?
All Council documents might need to be scanned as part of day-to-day operations. This will include plans, receipts, supporting evidence for benefit claims, requests for postal votes, postal ballots, contracts, licences, invoices, receipts, correspondence etc.

6: Who in the council is responsible for records / document management programmes/systems?
A: Please provide contact details
Pino Mastromarco, [email address]

7: Who in the council manages the contract(s) relationships with hardware providers and outsourced storage or scanning providers? ICT?
A: Please provide contact details
Adele Devon, [email address]

I hope that you are satisfied with the way in which your request for information has been dealt with. If not, the Council has decided that any complaint regarding requests for information that cannot be dealt with satisfactorily on an informal basis should be dealt with in accordance with its established complaints procedure.

Complaints.
Woking Borough Council,
Civic Offices,
Gloucester Square,
Woking,
GU21 6YL.
Email: [email address]

Details of the Council's complaints procedure may be found at:
http://www.woking.gov.uk/council/about/c...

Alternatively, I can forward you a paper copy of a leaflet giving details. I am also happy to discuss any queries that you may have regarding how we have dealt with your request for information. In addition, you may apply to the Information Commissioner for a decision whether your request for information has been dealt with in accordance with the requirements of the Act (although I understand that the Information Commissioner may decline to become involved if you have not first exhausted the Council's complaints procedure).

The Information Commissioner may be contacted at:
Information Commissioner's Office.
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF.
Tel: 08456 306060 or 01625 545745
Email: [email address]
Website: www.ico.org.uk

Yours faithfully,

Pino Mastromarco.
Senior Policy Officer,
Woking Borough Council,
Civic Offices,
Gloucester Square,
Woking,
GU21 6YL.
[email address]

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