Dear Westminster City Council,

This is a request for information under FOIA. I request that the information be provided electronically, to this email address.

1)

Please provide the emails which result from a search of your email system, for the past 5 years, on the following keywords:

- Scientology

- COSREC

- COSRECI

- 79 New Cavendish

- W1W 6XB

- 42 Leinster

- W2 3AN

Please include attachments.

2)

Please provide the documents which result from a search of your
electronic document storage for the same keywords. By 'electronic
document storage' I mean any network, file server(s) or electronic
filing system which the Council uses for the storage of electronic
documents of any kind.

If this storage is divided by department, then it will be OK for
you to limit the search to the following departments:

- the department which awards mandatory relief from national
non-domestic rates,

- the department which awards discretionary relief from national
non-domestic rates,

- the department which provides legal services to the Council,

- the department which deals with FOI enquiries,

- the department which deals with complaints,

- the department which provides internal auditing to the Council,

- the department which deals with the Council's external auditors.

Many thanks!

Yours faithfully,

Tristan Stewart

Westminster City Council

Confirmation of Freedom Of Information Request

Thank you for your request for information.

Your request details have now been recorded and will be passed on to the
appropriate Divisional Records Officer for action.

This Freedom Of Information Request was based on the following
information:

Name: Tristan Stewart
Address: See email address
Email: [FOI #46419 email]
Telephone:
Request Details:
1)

Please provide the emails which result from a search of your email
system, for the past 5 years, on the following keywords:

- Scientology

- COSREC

- COSRECI

- 79 New Cavendish

- W1W 6XB

- 42 Leinster

- W2 3AN

Please include attachments.

2)

Please provide the documents which result from a search of your
electronic document storage for the same keywords. By 'electronic
document storage' I mean any network, file server(s) or electronic
filing system which the Council uses for the storage of electronic
documents of any kind.

If this storage is divided by department, then it will be OK for
you to limit the search to the following departments:

- the department which awards mandatory relief from national
non-domestic rates,

- the department which awards discretionary relief from national
non-domestic rates,

- the department which provides legal services to the Council,

- the department which deals with FOI enquiries,

- the department which deals with complaints,

- the department which provides internal auditing to the Council,

- the department which deals with the Council's external auditors.

FOI Reference Number: 5857
Target Completion Date: 06/10/2010

Please do not reply to this email.
This is an automatic response to your request, and replies to this message
will not be actioned.

If you need to contact Westminster City Council regarding your request,
please contact:

mailto:[Westminster City Council request email]
Tel:020 7641 3921

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Tristan Stewart

Dear Westminster City Council,

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

I am writing to request an internal review of Westminster City Council's handling of my FOI request 'FOI: Email and electronic filing search'.

The legal deadline has passed, but no substantive response has been recieved.

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

Yours faithfully,

Tristan Stewart

FOI, Westminster City Council

Dear Mr Stewart

Thank you for your recent request to the council. You asked to be provided
with the following information:

1) Please provide the emails which result from a search of your email
system, for the past 5 years, on the following keywords:

    

     - Scientology    

     - COSREC    

     - COSRECI    

     - 79 New Cavendish    

     - W1W 6XB    

     - 42 Leinster    

     - W2 3AN

    

     Please include attachments.

    

2) Please provide the documents which result from a search of your
electronic document storage for the same keywords. By 'electronic document
storage' I mean any network, file server(s) or electronic filing system
which the Council uses for the storage of electronic documents of any
kind.

    

If this storage is divided by department, then it will be OK for you to
limit the search to the following departments:

    

     - the department which awards mandatory relief from national
non-domestic rates,    

     - the department which awards discretionary relief from national
non-domestic rates,      

     - the department which provides legal services to the Council,

     - the department which deals with FOI enquiries,    

     - the department which deals with complaints,    

     - the department which provides internal auditing to the
Council,    

     - the department which deals with the Council's external
auditors.    

Response

Your request for information has been considered and will not be
processed. This is because the cost of locating and retrieving the
information exceeds the "appropriate limit" as stated in the Freedom of
Information (Fees and Appropriate Limit) Regulations 2004. It is estimated
that it would cost £4165 to comply with your request.

In making this assessment I have considered the following:

With regard to question 1, the council does not store information in a
single email repository and would therefore need to search the emails of
specified staff - narrowing this to the departments identified in part 2
of your request, this would result in 66 staff search for 5 terms each.

With regard to question 2, the council uses a number of  electronic
document storage systems, each of which would require a search, as well as
file shares used by each of these teams.

In accordance with Section 17 of the Freedom of Information Act 2000 this
letter acts as a Refusal Notice.

You may wish to refine and resubmit your request so that it reduces the
cost to within the "appropriate limit", for example by refining your
request to a single department or specific types of information required.
Please contact me if you would like some advice on refining your request.

Advice and Assistance

Although we are unable to assist with your specific request, I can advise
that the council has responded to questions previously about scientology
and mandatory relief. These are published on the What Do They Know
website: [1]www.whatdotheyknow.com

Additionally, some information held relating to the properties and
postcodes specified in your request may be available via our website:
[2]www.westminster.gov.uk

Right of Appeal

You have the right of appeal against the decision.  If you wish to appeal
please set out in writing your grounds of appeal and send it to the
address provided at the bottom of this letter

Should you still be dissatisfied with the outcome of any such complaint
you have the right to make a complaint to the Information Commissioner,
pursuant to section 50 of the FOIA.  The contact details are:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 01625-545-700

[3]www.informationcommissioner.gov.uk

Yours sincerely

Catherine Preston
Knowledge and Information Management Team
Information Services

Westminster City Council
101 Orchardson Street
London NW8 8EA
Tel: 020 7641 3921
Fax: 020 7641 2872
Email: [Westminster City Council request email]
www.westminster.gov.uk

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References

Visible links
1. http://www.whatdotheyknow.com/
2. http://www.westminster.gov.uk/
3. http://www.informationcommissioner.gov.uk/

Tristan Stewart

Dear Catherine,

Thank you for your response to my FOIA request.

You say that the council has multiple "email repositories" and "a number of electronic document storage systems". Could you please provide a list? Then I can exclude some (or even perhaps most) of them.

Just to be 100% clear, I'm absolutely not asking for individual members of staff to each, separately, search their email or fileserver directory. That would obviously be hugely wasteful of resources. I'm asking for a centralised search.

If the council uses Microsoft Exchange as your email server software, then instructions on how to do a 'multi-mailbox search' can be found here:
http://technet.microsoft.com/en-us/libra...
or, for older versions of Exchange, here:
http://support.microsoft.com/kb/246916

For searching electronic document storage centrally, this facility is usually provided by the server operating system (e.g. Microsoft Windows Search) or by the archiving software used.

Thank you again for your time and attention on this matter.

Yours sincerely,

Tristan Stewart

Harry Raffal left an annotation ()

Hi, Could you submit each search term as a separate request? If you also divided each search term into emails and then documents that the council holds then the council would surely have difficulty in suggesting the cost would exceed the maximum allowed. Reducing the time frame to just 2010 then a new request for the same info but for 2009 and another for 2008, ect should also reduce the cost.

Would obviously be a bit of a pain but you should hopefully get all the information you want

FOI, Westminster City Council

1 Attachment

Dear Mr Stewart
Please find attached the council's response to your recent correspondence with the council

Yours sincerely

Catherine Preston
Knowledge and Information Management Team
Information Services
Westminster City Council
101 Orchardson Street
London NW8 8EA
Tel: 020 7641 3921
Fax: 020 7641 2872
Email: [Westminster City Council request email]
www.westminster.gov.uk

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