FOI Request – Printing / Mailing / Email / IT Services

Dear Mr Charles

Thank you for your request received earlier today, for which I acknowledge receipt.

Your request is now being dealt with in accordance with the Act and will be processed and responded to no later than 30 November 2017, in accordance with the statutory time limit.

The Council has an adopted charging policy for dealing with requests for information under FOIA and EIR which is published on the Council's website:

http://www.northdevon.gov.uk/council/cha...

I will write to you in advance should the processing of your request require a fee, or if we should require further any information/clarification from you.

Yours sincerely

Vicky Eagle
Administrator, FOI & EIR
Legal Services
North Devon Council
PO Box 379, Barnstaple, EX32 2GR
[North Devon Council request email]

Dear Mr Charles

I write in response to your request for information received 2 November 2017.

Section 1(1)(a) of the Act requires the Council to inform you whether it holds information of the description specified in your request. I confirm that the Council does hold some of this information. In discharge of its obligation under section 1(1)(b) I can provide the information as described above:

1. Yes

a) Ricoh and Annodata through KCS
b) Ricoh MPW5100 wide format printer/scanner installed May 2015 – five year lease
Canon irAdvance c7280i with Fiery, folder and booklet finisher installed Dec 2014 – five year lease
c) Ricoh – lease cost: £688.86 per quarter
Canon – lease cost: Machine/finisher £1,205.88 per quarter
Folder/inserter £328.08 per quarter
d) N/A
e) Helen Gale, Print Room Manager, [email address], 01271 388445

2. Yes, in-house
a) - d) N/A
e) Two
f) Claire Holm, Customer and Corporate Communications Manager, 01271 388239, [email address]
g) £1,576 per year

3. The responses are as follows:

a) Council Tax, b) NDDR, c) Housing Benefits

Council Tax, NNDR and Housings Benefits have shared systems.
Civica OPEN Revenues and annual fees (licence/support/maintenance) £12,110

Document imaging/workflow system Civica W360 annual fees (Licence/support/maintenance) = £12,359.55

Annual billing is outsourced to CFH Docmail. Total annual costs 2016/17 = £10,564.62 plus £14,380.24 postage

Internal postage recharge 2016/17 = £17,193

d) Elections - Printing is mostly external. Mailing for poll cards are mailed directly from the printers who use Royal Mail. Postal votes mailing is managed in house and sent using Royal Mail.

Xpress Software covers Elections and Electoral Registration - Licence fees:
2015 = £18,011.26
2016 = £18,924.68
2017 = £18,924.68

2015 Parliamentary, District and Parish Elections
External printing = £17,616.02, Internal printing = £2,853.67
Poll card postage sent via printer, using Royal Mail = £19,300.43
Licence fees = £598
Additional licence fee = £15.00

2016 PCC Elections/EU Referendum
External printing = £12,894.34, Internal printing = £2,760.09

Poll Card Postage sent via Printer, using Royal Mail = £22,459.76 (PCC)
Poll Card Postage sent via Printer, using Royal Mail = £19,733.60 (EU REF)

Postal Vote Postage in house Royal Mail = £8,356.30 (PCC)
Postal Vote Postage in house Royal Mail = £11,330.01 (EU)
Licence Fee’s = £612.20 EU
Sweep licence = £557.00 EU
Additional licence fee = £15.60 EU

Elections 2017 Devon County Elections/Parliamentary
External Printing = £17,606.34, Internal Printing = £2,616.01

Poll Card Postage sent via Printer = £20,734.73 using Royal Mail (DCC)
Poll Card Postage sent via Printer = This information is not held by the Council (Parliamentary)

Postal Vote Postage in house Royal Mail = £9,522.74 (DCC)
Postal Vote Postage in house Royal Mail = £16,348.75 (Parliamentary)

Licence Fees = This information is not held by the Council
Additional licence fee = This information is not held by the Council

e) Social Housing - Home Connections provides Devon Home Choice. Printing is a mixture of in-house and out-sourced bulk printing done via Devon Home Choice Co-ordinator; although North Devon Council contributes £1,000 per annum towards printing cost of application forms, guidance etc. North Devon Council manages applications on Devon Home Choice that are either resident in the areas or out of area but requesting the Council's area (currently 2,698 applications) and are responsible for mailing out to these applicants. This postage cost is not separated for this area work and therefore we are unable to provide the specific costs.

f) Finance - General Ledger/Creditors/Debtors/E-procurement
Consultancy = £3,300
Support/annual maintenance costs = £18,000 (of which £10K is on-going) £22,937.37
Mailing costs = Adam to answer

Icon
Licence costs = £5,500
Support/annual maintenance costs = £19,945
No mailing costs

Printing and mailing for debtors and creditors is done in-house (post room, print room and Multi- Functional Devices). Internal recharge totals during 2016/17 to Exchequer:

Postages = £1,977.39
Print Room = £1,506.45
Multi-Functional Devices (printers) = £779.38

External print service for payslips, the cost of which in 2016/17 was £387.66.

Payroll system = FMP Payroll (previously TeamSpirit), the annual support cost for 2016/17 was £4,521.75.
4. N/A
5. None
6. No
7. IT is provided in-house

If you are dissatisfied with the handling of your request, you have the right to request an internal review which should be received within two months from the date of the response letter and should be sent to;

Head of Corporate & Community
Legal Services
North Devon Council
PO Box 379, Barnstaple, EX32 2GR
[North Devon Council request email]

If you are not content with the outcome of the internal review, you have the right to apply to the Information Commissioner for a decision:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 01625 545 745
Fax: 01625 524 510
Email: [email address]

Yours sincerely

Vicky Eagle
Administrator, FOI & EIR
Legal Services
North Devon Council
PO Box 379, Barnstaple, EX32 2GR
[North Devon Council request email]

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