Document Scanning / DMS

Daniel Stonard made this Freedom of Information request to Lincolnshire County Council

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

The request was partially successful.

Dear Lincolnshire County 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, Lincolnshire County Council

2 Attachments

[1]cid:image003.jpg@01D06D45.E26D2880

 

 

 

 

 

 

 

Freedom of Information
Customer Service Centre
2^nd Floor

Thomas Parker House

13/14 Silver Street
Lincoln
LN2 1DY
Tel: 01522 782187
[2][email address]

[3]www.lincolnshire.gov.uk

                                               

3^rd August 2018

 

Dear Daniel Stonard

 

Freedom of Information Reference: 47016506FOI

 

Subject: Document Scanning / DMS

 

Thank you for your recent request for information received by this office
on 2^nd August 2018. Your request is being dealt with under the terms of
the Freedom of Information Act 2000. 

 

We will aim to respond to your request, notifying you whether or not the
information requested is held by Lincolnshire County Council and
communicating that information to you (provided that the information is
not exempt under the terms of the Act), within 20 working days from the
day after your request was received.

 

We may reasonably require further information from you in order to
identify and locate the information requested. If this is the case we will
contact you in due course.

 

In some circumstances a fee may be payable and if that is the case, we
will let you know. A fees notice will be issued to you, and you will be
required to pay before we will proceed to deal with your request.

 

If you have any queries about this letter, please contact us. Please
remember to quote the reference number above in any future communications.

 

Yours sincerely,

 

 

David Coulson
Freedom of Information
Customer Service Centre

[4][email address]

 

 

The information we have supplied to you may contain intellectual property
rights of Lincolnshire County Council. Your use of the information must be
strictly in accordance with the Copyright Designs and Patents Act 1988 (as
amended), or other applicable legislation. In particular, you must not
re-use this information for any commercial purpose.

If you would like to re-use this information for any commercial purpose
you must make a formal request to us under the Re-Use of Public Sector
Information Regulations 2005.  Please email us at
[5][email address]

 

 

show quoted sections

FOI, Lincolnshire County Council

2 Attachments

[1]cid:image003.jpg@01D06D45.E26D2880

 

 

 

 

 

 

 

 

 

Freedom of Information
Customer Service Centre
2^nd Floor

Thomas Parker House

13/14 Silver Street
Lincoln
LN2 1DY
Tel: 01522 782187
[2][email address]

[3]www.lincolnshire.gov.uk

 

 

13^th September 2018

 

Dear Daniel Stonard

 

Freedom of Information Reference:  47016506FOI

 

Subject: Request for information.

 

Please find our response to your request below:

 

Request & Response

 

1: Does the council have a dedicated on-site scanning team for paper
records? No the council does not have a dedicated corporate on-site
scanning facility.

 

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? No we do not have
a contract to outsource document scanning provision.

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? The
council does not have dedicated 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? Restore Records Management.

A1: What is the annual cost of off-site storage for the council?  £156,484
p.a.

b: Does the contract include scan on demand or digitising services? No it
does not 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?  Economy and Environment, Highways Service.

a: If so, what hardware and software is used to manage this?  Kodak 13200
Flat Bed Scanner and Contex IQ Quattro 4450 scanner the software is
enterprise scan

b: Are volumes captured? If so, what are they? No

c:What types of documents are scanned?  Documents relating to highways
projects and road schemes.

 

6: Who in the council is responsible for records / document management
programmes/systems?  

A: Please provide contact details. The council services areas are
responsible for their own records management programmes and systems. They
are supported by the council's records management team contactable at

[4][email address]

 

 

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

 

A: Please provide contact details 
[5][email address]

 

 

Lincolnshire County Council believes that the response outlined above
satisfies your request for information under the Freedom of Information
Act and that all information that can be made available to you has been
provided.

 

You are entitled to an internal review of the administration of your
request. You can request an internal review by contacting
[6][email address]. Should you remain dissatisfied following the
outcome of the review you can submit a formal complaint to the Information
Commissioner's Office. Further information can be obtained from their
website [7]www.ico.org.uk.

 

Once again, thank you for your enquiry.

 

Yours sincerely

 

 

David Coulson

Freedom of Information

On behalf of Lincolnshire County Council

[8][email address]

 

The information we have supplied to you may contain intellectual property
rights of Lincolnshire County Council. Your use of the information must be
strictly in accordance with the Copyright Designs and Patents Act 1988 (as
amended), or other applicable legislation. In particular, you must not
re-use this information for any commercial purpose. If you would like to
re-use this information for any commercial purpose you must make a formal
request to us under the Re-Use of Public Sector Information Regulations
2005.  Please email us at [9][email address]

 

 

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