Email inbox covid19 and toilet facilities.

Mohshin Ahmed made this Freedom of Information request to Transport for London

Automatic anti-spam measures are in place for this older request. Please let us know if a further response is expected or if you are having trouble responding.

The request was partially successful.

Dear Transport for London,

Please can you tell me how many emails was recieved between March 16 2020 to date:

[email address] and how many emails were actioned?

How many emails on below recieved in regards to toilets on
[email address] and how many emaila were acitoned?

Please can you also tell me for both how many emails were picture attachments attached of the total emails.

Please list all job reference number and dates for all actions.

Yours faithfully,

Mohshin Ahmed

FOI, Transport for London

Dear Mr Ahmed

 

TfL Ref 1082-2021

 

Thank you for your request received by Transport for London (TfL) on 14
September 2020 asking for information about volumes of emails sent to our
[1][email address] and
[2][email address] email boxes.

 

The impact of current circumstances on TfL’s resources means we are not
able to answer FOI requests readily and we ask that you please do not make
a request to us at present.

 

Answering FOI requests will require the use of limited resources and the
attention of staff who could be supporting other essential activity. In
any event, please note that our response time will be affected by the
current situation and so you may wish to reconsider the timing of this
request. Please notify us as soon as possible if you would like to
withdraw your request at the current time.

 

Should you wish to proceed with the request we will aim to issue a
response by 12 October 2020 in accordance with the Freedom of Information
Act 2000 and our information access policy.

 

We publish a substantial range of information on our website on subjects
including operational performance, contracts, expenditure, journey data,
governance and our financial performance. This includes data which is
frequently asked for in FOI requests or other public queries. Please check
[3]http://www.tfl.gov.uk/corporate/transpar... to see if this helps you.

 

We will publish anonymised versions of requests and responses on the
[4]www.tfl.gov.uk website. We will not publish your name and we will send
a copy of the response to you before it is published on our website.

 

In the meantime, if you would like to discuss this matter further, please
do not hesitate to contact me.

 

Yours sincerely

 

 

Sara Thomas

FOI Case Management Team

General Counsel

Transport for London

 

 

show quoted sections

Lewis Western left an annotation ()

I have not got a clue what you are actually requesting.

FOI, Transport for London

1 Attachment

 

 

Dear Mr Ahmed

 

TfL Ref 1082-2021

 

Thank you for your request received by Transport for London (TfL) on 14
September 2020 asking for information about volumes of emails sent to our
[1][email address] and
[2][email address] email boxes.

 

Your request has been considered in accordance with the requirements of
the Freedom of Information Act and our information access policy.  I can
confirm that we hold the information you require.

 

You asked:

o How many emails was received between March 16 2020 to date: to the
[3][email address] email address and how many emails were
actioned; how many of the emails included pictures; list all job
references and dates for all actions
o How many emails on below received in regards to toilets on
[4][email address], and how many emails
were actioned; how many of the emails included pictures; list all job
references and dates for all actions

 

 

Unfortunately, to provide the information you have requested would exceed
the ‘appropriate limit’ of £450 set by the Freedom of Information
(Appropriate Limit and Fees) Regulations 2004.

 

Under section 12 of the FOI Act, we are not obliged to comply with a
request if we estimate that the cost of determining whether we hold the
information, locating and retrieving it and extracting it from other
information would exceed the appropriate limit. This is calculated at £25
per hour for every hour spent on the activities described.

 

We have estimated that it would significantly exceed the cost limit to
provide a response to your current request.  The Asset Operations Response
Desk Buses inbox receives approximately 420 emails a month, so this
equates to around 2400 emails over the period you’ve asked about just for
this inbox.  It would therefore significantly exceed the cost limit to
manually go through each email and to identify and extract those related
to toilet facilities, and those which included picture attachments for
this part of your request alone.    In addition, there is not a specific
report that we can run from our systems that will show all the job
references and action dates - this again would have to be done manually
and would take a significant amount of additional time to achieve.

 

To help bring the cost of responding to your request within the £450
limit, you may wish to consider narrowing its scope so that we can more
easily locate, retrieve and extract the information you are seeking. If
you want to refine your request or make a Freedom of Information Act
request in future, please bear in mind that the Freedom of Information Act
allows you to request recorded information held by us. You should identify
the information that you want as clearly and concisely as you can,
specifying the types of document that you are looking for. You might also
consider limiting your request to a particular period of time,
geographical area or specific departments of the organisation.

 

We can say that in relation to the [5][email address] email box,
we received 57 emails in the period you have asked about.  Of these 57
emails, around seven which related to bus staff access to London
Underground toilets were sent to London Underground to look into further.
The remaining 50 or so others were forwarded to the Asset Operations
Response Desk Buses inbox. 12 of the 57 emails contained picture
attachments or images. For this inbox, job ref numbers are not used nor
are dates recorded for emails received.  

 

Generally,  issues regarding toilets are received to the TfL Response Desk
by a number of methods, which includes the
[6][email address], other email inboxes, along
with telephone referrals and reports received direct from TfL staff
through a reporting system called Cognito.  When these reports are
received, they are then logged as tasks in a central operational system.
It is likely that we can provide a report that shows the number of these
tasks raised in relation to toilets for a similar time period to the one
you’ve asked about if you submit a new request asking for this
information. We can also try and provide you with information if there is
a single specific toilet facilities location that if of particular
interest to you.

 

Although your request can take the form of a question, rather than a
request for specific documents, we do not have to answer your question if
it would require the creation of new information or the provision of a
judgement, explanation, advice or opinion that was not already recorded at
the time of your request.

 

If you are considering submitting a further FOI request please think
carefully about whether the request is essential at this current time, as
answering FOI requests will require the use of limited resources and the
attention of staff who could be supporting other essential activity. Where
requests are made, please note that our response time may be impacted by
the current situation.

 

Please note that we will not be taking further action until we receive
your revised request.

 

In the meantime, if you have any queries or would like to discuss your
request, please do not hesitate to contact me.

 

Please see the attached information sheet for details of your right to
appeal as well as information on copyright and what to do if you would
like to re-use any of the information we have disclosed.

 

Yours sincerely

 

 

Sara Thomas

FOI Case Management Team

General Counsel

Transport for London

 

 

From: FOI
Sent: 15 September 2020 12:07
To: 'Mohshin Ahmed' <[7][FOI #691300 email]>
Subject: RE: foi ref 1082-2021

 

Dear Mr Ahmed

 

TfL Ref 1082-2021

 

Thank you for your request received by Transport for London (TfL) on 14
September 2020 asking for information about volumes of emails sent to our
[8][email address] and
[9][email address] email boxes.

 

The impact of current circumstances on TfL’s resources means we are not
able to answer FOI requests readily and we ask that you please do not make
a request to us at present.

 

Answering FOI requests will require the use of limited resources and the
attention of staff who could be supporting other essential activity. In
any event, please note that our response time will be affected by the
current situation and so you may wish to reconsider the timing of this
request. Please notify us as soon as possible if you would like to
withdraw your request at the current time.

 

Should you wish to proceed with the request we will aim to issue a
response by 12 October 2020 in accordance with the Freedom of Information
Act 2000 and our information access policy.

 

We publish a substantial range of information on our website on subjects
including operational performance, contracts, expenditure, journey data,
governance and our financial performance. This includes data which is
frequently asked for in FOI requests or other public queries. Please check
[10]http://www.tfl.gov.uk/corporate/transpar... to see if this helps
you.

 

We will publish anonymised versions of requests and responses on the
[11]www.tfl.gov.uk website. We will not publish your name and we will send
a copy of the response to you before it is published on our website.

 

In the meantime, if you would like to discuss this matter further, please
do not hesitate to contact me.

 

Yours sincerely

 

 

Sara Thomas

FOI Case Management Team

General Counsel

Transport for London

 

 

show quoted sections

Dear Transport for London,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of Transport for London's handling of my FOI request 'Email inbox covid19 and toilet facilities.'.

Please provide the pictures you have recieved from the emails to asset operations of toilets. This is all I require from Asset Operations.

A full history of my FOI request and all correspondence is available on the Internet at this address: https://www.whatdotheyknow.com/request/e...

Yours faithfully,

Mohshin Ahmed

FOI, Transport for London

Dear Mr Ahmed

TfL Ref 1620-2021

Thank you for your request received by Transport for London (TfL) on 16 November 2020 asking for copies of the pictures we received attached to emails relating to toilet facilities to the [email address] email box between 16 March 2020 and 14 September 2020 that we referred to in your previous FOI response.

Please think carefully about whether the request is essential at this current time, as answering FOI requests will require the use of limited resources and the attention of staff who could be supporting other essential activity. Where requests are made, please note that our response time may be impacted by the current situation and so you may wish to reconsider the timing of this request. Please notify us as soon as possible if you would like to withdraw your request at the current time.

Should you wish to proceed with the request we will aim to issue a response by 15 December 2020.

We publish a substantial range of information on our website on subjects including operational performance, contracts, expenditure, journey data, governance and our financial performance. This includes data which is frequently asked for in FOI requests or other public queries. Please check http://www.tfl.gov.uk/corporate/transpar... to see if this helps you.

We will publish anonymised versions of requests and responses on the www.tfl.gov.uk website. We will not publish your name and we will send a copy of the response to you before it is published on our website.

In the meantime, if you would like to discuss this matter further, please do not hesitate to contact me.

Yours sincerely

Sara Thomas
FOI Case Management Team
General Counsel
Transport for London

show quoted sections

Dear FOI,

Please proceed with my request.

Many thanks for all you do

Yours sincerely,

Mohshin Ahmed

FOI, Transport for London

2 Attachments

 

Email 2

 

 

Dear Mr Ahmed

 

TfL Ref 1620-2021

 

Thank you for your request received by Transport for London (TfL) on 16
November 2020 asking for copies of the pictures we received attached to
emails relating to toilet facilities to the [1][email address]
email box between 16 March 2020 and 14 September 2020 that we referred to
in your previous FOI response.

 

Your request has been considered in accordance with the requirements of
the Freedom of Information Act and our information access policy. I can
confirm that we hold the information you require.

 

We have accessed the [2][email address] and have checked the
emails we hold which relate to toilets and contain photographs in the
period between 16 March to 14 September 2020. Please find these
photographs attached.

 

Reports we receive about problems with our toilet facilities to this inbox
are then sent to our Response Desk and are logged on a central operational
system and passed to our cleaning contractor immediately and are dealt
with within a maximum period of 24 hours. We track all reports on our
database and log when completed, there are spot checks on quality of
cleaning carried out by TfL staff and as part of the contractors auditing
regime of their staff performance.

 

Toilets provided by TfL on our bus network are cleaned at least once a
day, unless there are any incidents such as leaks/accidents, if an urgent
clean is required our contractors will attend within a maximum of four
hours.

 

In addition TfL spray all our toilets and welfare facilities with a 28 day
pre-treatment anti-viral cleaning product, the treatment kills viruses for
up to 30 days after application. We reapply the treatment every 21 days.
This is on top of daily cleaning and COVID touch point enhancements. This
goes above Public Health England advice.   

 

In order to maintain satisfactory standards our contracts set standards
for cleanliness for the contractors and include measures for monitoring
performance. Any issues are generally reported by bus station staff or by
the drivers themselves.

 

Within the station or unit there are instructions which provide a number
to contact to report problems with toilet facilities, and this is manned
24/7. All cleaning faults are recorded and this data can be analysed to
identify any recurring issues and put appropriate measures in place.

 

This year’s current budget for cleaning of bus stations, stands and
facilities is £2.8m.

 

 

If you are considering submitting a further FOI request please think
carefully about whether the request is essential at this current time, as
answering FOI requests will require the use of limited resources and the
attention of staff who could be supporting other essential activity. Where
requests are made, please note that our response time may be impacted by
the current situation.

 

If this is not the information you are looking for, or if you are unable
to access it for any reason, please do not hesitate to contact me.

 

Please see the attached information sheet for details of your right to
appeal as well as information on copyright and what to do if you would
like to re-use any of the information we have disclosed.

 

Yours sincerely

 

Sara Thomas

FOI Case Management Team

General Counsel

Transport for London

 

 

show quoted sections

FOI, Transport for London

2 Attachments

 

Email 1

 

 

Dear Mr Ahmed

 

TfL Ref 1620-2021

 

Thank you for your request received by Transport for London (TfL) on 16
November 2020 asking for copies of the pictures we received attached to
emails relating to toilet facilities to the [1][email address]
email box between 16 March 2020 and 14 September 2020 that we referred to
in your previous FOI response.

 

Your request has been considered in accordance with the requirements of
the Freedom of Information Act and our information access policy. I can
confirm that we hold the information you require.

 

We have accessed the [2][email address] and have checked the
emails we hold which relate to toilets and contain photographs in the
period between 16 March to 14 September 2020. Please find these
photographs attached.

 

Reports we receive about problems with our toilet facilities to this inbox
are then sent to our Response Desk and are logged on a central operational
system and passed to our cleaning contractor immediately and are dealt
with within a maximum period of 24 hours. We track all reports on our
database and log when completed, there are spot checks on quality of
cleaning carried out by TfL staff and as part of the contractors auditing
regime of their staff performance.

 

Toilets provided by TfL on our bus network are cleaned at least once a
day, unless there are any incidents such as leaks/accidents, if an urgent
clean is required our contractors will attend within a maximum of four
hours.

 

In addition TfL spray all our toilets and welfare facilities with a 28 day
pre-treatment anti-viral cleaning product, the treatment kills viruses for
up to 30 days after application. We reapply the treatment every 21 days.
This is on top of daily cleaning and COVID touch point enhancements. This
goes above Public Health England advice.   

 

In order to maintain satisfactory standards our contracts set standards
for cleanliness for the contractors and include measures for monitoring
performance. Any issues are generally reported by bus station staff or by
the drivers themselves.

 

Within the station or unit there are instructions which provide a number
to contact to report problems with toilet facilities, and this is manned
24/7. All cleaning faults are recorded and this data can be analysed to
identify any recurring issues and put appropriate measures in place.

 

This year’s current budget for cleaning of bus stations, stands and
facilities is £2.8m.

 

 

If you are considering submitting a further FOI request please think
carefully about whether the request is essential at this current time, as
answering FOI requests will require the use of limited resources and the
attention of staff who could be supporting other essential activity. Where
requests are made, please note that our response time may be impacted by
the current situation.

 

If this is not the information you are looking for, or if you are unable
to access it for any reason, please do not hesitate to contact me.

 

Please see the attached information sheet for details of your right to
appeal as well as information on copyright and what to do if you would
like to re-use any of the information we have disclosed.

 

Yours sincerely

 

Sara Thomas

FOI Case Management Team

General Counsel

Transport for London

 

 

show quoted sections

FOI, Transport for London

2 Attachments

 

 

Email 3

 

 

Dear Mr Ahmed

 

TfL Ref 1620-2021

 

Thank you for your request received by Transport for London (TfL) on 16
November 2020 asking for copies of the pictures we received attached to
emails relating to toilet facilities to the [1][email address]
email box between 16 March 2020 and 14 September 2020 that we referred to
in your previous FOI response.

 

Your request has been considered in accordance with the requirements of
the Freedom of Information Act and our information access policy. I can
confirm that we hold the information you require.

 

We have accessed the [2][email address] and have checked the
emails we hold which relate to toilets and contain photographs in the
period between 16 March to 14 September 2020. Please find these
photographs attached.

 

Reports we receive about problems with our toilet facilities to this inbox
are then sent to our Response Desk and are logged on a central operational
system and passed to our cleaning contractor immediately and are dealt
with within a maximum period of 24 hours. We track all reports on our
database and log when completed, there are spot checks on quality of
cleaning carried out by TfL staff and as part of the contractors auditing
regime of their staff performance.

 

Toilets provided by TfL on our bus network are cleaned at least once a
day, unless there are any incidents such as leaks/accidents, if an urgent
clean is required our contractors will attend within a maximum of four
hours.

 

In addition TfL spray all our toilets and welfare facilities with a 28 day
pre-treatment anti-viral cleaning product, the treatment kills viruses for
up to 30 days after application. We reapply the treatment every 21 days.
This is on top of daily cleaning and COVID touch point enhancements. This
goes above Public Health England advice.   

 

In order to maintain satisfactory standards our contracts set standards
for cleanliness for the contractors and include measures for monitoring
performance. Any issues are generally reported by bus station staff or by
the drivers themselves.

 

Within the station or unit there are instructions which provide a number
to contact to report problems with toilet facilities, and this is manned
24/7. All cleaning faults are recorded and this data can be analysed to
identify any recurring issues and put appropriate measures in place.

 

This year’s current budget for cleaning of bus stations, stands and
facilities is £2.8m.

 

 

If you are considering submitting a further FOI request please think
carefully about whether the request is essential at this current time, as
answering FOI requests will require the use of limited resources and the
attention of staff who could be supporting other essential activity. Where
requests are made, please note that our response time may be impacted by
the current situation.

 

If this is not the information you are looking for, or if you are unable
to access it for any reason, please do not hesitate to contact me.

 

Please see the attached information sheet for details of your right to
appeal as well as information on copyright and what to do if you would
like to re-use any of the information we have disclosed.

 

Yours sincerely

 

Sara Thomas

FOI Case Management Team

General Counsel

Transport for London

 

 

show quoted sections