Mail Services

Terrence Barlow made this Freedom of Information request to Southampton City 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 successful.

Dear Southampton City Council,

1. Does the Council manage its own incoming mail or is this service outsourced?
2. If outsourced, who is the current provider, when did the contract start and what is the contract term?
3. Is any of the incoming mail scanned or is it physically transported across the Council?
4. If the service is provided in house how many staff are involved in:
a. Distributing incoming mail
b. Collecting outgoing mail
5. What is the volume of outgoing mail sent by the Council?
6. Does the Council have any centralized services for printing and sending mail?
7. Does the Council have any hybrid mail services for sending letters or other correspondence?
8. If yes, who is the hybrid mail provider, when did this contract start and what was the contract term?
9. Does the Council have any software products for sending letters electronically or SMS reminders to its residents?
10. If so what software products are used, when where these installed and what is the contract term for support?
11. What is the name and title of the person who is responsible for the mail contracts?
12. Who is your Business Transformation Officer or similar?
13. Does the council have a particular cost saving target over the next few years through back-office process efficiencies? Who is responsible for achieving this target?
14. Does the Council have a fleet of franking machines? If so how many & what are the costs to run in terms of lease and postage cost 1st and 2nd class?
15. How much does the Council currently spend on outbound mail annually?
16. Does the Council support & promote ‘agile workers’?
17. Does the Council have a project to promote digital or on-line citizen communication?

Yours faithfully,

Terrence Barlow

Information, Southampton City Council

Thank you for contacting Southampton City Council.

Your enquiry will be passed to the relevant team/officer for action.

If you have made a request for information, you will receive a response
promptly, and within the statutory timeframe for compliance. Once your
request has been logged, you will receive further details of this, and you
may be contacted if we require further information from you.

If you have any queries, please contact the Council's Corporate Legal Team
on 023 8083 2129.

Information, Southampton City Council

Dear Terrence Barlow,

Thank you for your Freedom of Information request received on 18/08/2017.
It has been determined that you have requested the following information:

1. Does the Council manage its own incoming mail or is this service
outsourced?

2. If outsourced, who is the current provider, when did the contract start
and what is the contract term?

3. Is any of the incoming mail scanned or is it physically transported
across the Council?

4. If the service is provided in house how many staff are involved in:

a.     Distributing incoming mail

b.    Collecting outgoing mail

5. What is the volume of outgoing mail sent by the Council?

6. Does the Council have any centralized services for printing and sending
mail?

7. Does the Council have any hybrid mail services for sending letters or
other correspondence?

8. If yes, who is the hybrid mail provider, when did this contract start
and what was the contract term?

9. Does the Council have any software products for sending letters
electronically or SMS reminders to its residents?

10.  If so what software products are used, when where these installed and
what is the contract term for support?

11. What is the name and title of the person who is responsible for the
mail contracts?

12. Who is your Business Transformation Officer or similar?

13.  Does the council have a particular cost saving target over the next
few years through back-office process efficiencies? Who is responsible for
achieving this target?

14.  Does the Council have a fleet of franking machines? If so how many &
what are the costs to run in terms of lease and postage cost 1st and 2nd
class?

15.  How much does the Council currently spend on outbound mail annually?

16.  Does the Council support & promote ‘agile workers’?

17.  Does the Council have a project to promote digital or on-line citizen
communication?

If this is not correct, please contact [email address]
<[1]mailto:[email address]>  to clarify your request as
soon as possible.

Unless clarified otherwise, your request is being dealt with under the
terms of the Freedom of Information Act 2000, and will be forwarded to the
service area(s) holding the information. Your request will be answered
promptly, and within twenty working days of the date your request was
received.

Please note, the service area(s) holding the information may need further
information from you to locate the information sought once they have
received the request, and you will be contacted again should this be
necessary.

If you have any queries about this request do not hesitate to contact me.
Please remember to quote the reference number above in any future
communications.

The Council now publishes responses to requests made to it under the
Freedom of Information Act 2000 and the Environmental Information
Regulations 2004. These responses are available on the Council’s website –

[2]http://www.southampton.gov.uk/council-de...

The Council also routinely publishes information on its Publication
Scheme:

[3]http://www.southampton.gov.uk/council-de...

If the information you have requested in your current request has been
requested recently then it is likely that our response to that request is
already available to you via the disclosure log or via the Publication
Scheme. You may wish to view our disclosure log and Publication scheme to
ascertain whether the information you are seeking is already published. If
you find the information you are seeking, please let us know accordingly
and we will close your request. If we do not hear from you further we will
continue to process your request in accordance with the relevant
legislation.

Regards,

Sarah Ashley
Student Legal Intern
Legal & Governance
Southampton and Fareham Legal Services Partnership
Southampton City Council
Tel: 023 8083 3000 (switchboard)

@SouthamptonCC <[4]http://www.twitter.com/SouthamptonCC>    
facebook.com/SotonCC <[5]http://www.facebook.com/SotonCC>

This email is confidential but may have to be disclosed under the Freedom
of Information Act 2000, the Data Protection Act 1998, or the
Environmental Information Regulations 2004. If you are not the person or
organisation it was meant for, apologies, please ignore it, delete it, and
notify us. SCC does not make legally binding agreements or accept formal
notices/proceedings by email. E-mails may be monitored. This email (and
its attachments) is intended only for the use of the person(s) to whom it
is addressed, and may contain information that is privileged and/or
confidential. If it has come to you in error, you must take no action
based on it, nor must you copy or show it to anyone.

FOI-1718-0544- 019994/00666146

References

Visible links
1. mailto:[email address]
2. http://www.southampton.gov.uk/council-de...
3. http://www.southampton.gov.uk/council-de...
4. http://www.twitter.com/SouthamptonCC
5. http://www.facebook.com/SotonCC

Farrow, Rianna, Southampton City Council

Dear Terrence Barlow,

 

I write further to your email of 18/08/2017, in which you submitted a
request for information to the Council. I understand that you were
anticipating a response to your request 18/09/17.

 

Unfortunately we are unable to provide you with a response at this time as
processing your request has taken longer than anticipated. Please accept
my apologies for this delay, we hope to be in a position to provide you
with a response in the near future.

 

Regards,

Rianna Farrow
Modern Apprentice (Legal Administration)
Legal & Governance
Southampton and Fareham Legal Services Partnership
Southampton City Council
Tel: 023 8083 4485

@SouthamptonCC <[1]http://www.twitter.com/SouthamptonCC>    
facebook.com/SotonCC <[2]http://www.facebook.com/SotonCC>

This email is confidential but may have to be disclosed under the Freedom
of Information Act 2000, the Data Protection Act 1998, or the
Environmental Information Regulations 2004. If you are not the person or
organisation it was meant for, apologies, please ignore it, delete it, and
notify us. SCC does not make legally binding agreements or accept formal
notices/proceedings by email. E-mails may be monitored. This email (and
its attachments) is intended only for the use of the person(s) to whom it
is addressed, and may contain information that is privileged and/or
confidential. If it has come to you in error, you must take no action
based on it, nor must you copy or show it to anyone.

 

From: Ashley, Sarah On Behalf Of Information
Sent: 21 August 2017 12:05
To: 'Terrence Barlow' <[FOI #426115 email]>
Subject: FOI-1718-0544- 019994 - FOI Request - Barlow - Information
regarding SCC's mail

 

Dear Terrence Barlow,

Thank you for your Freedom of Information request received on 18/08/2017.
It has been determined that you have requested the following information:

1. Does the Council manage its own incoming mail or is this service
outsourced?

2. If outsourced, who is the current provider, when did the contract start
and what is the contract term?

3. Is any of the incoming mail scanned or is it physically transported
across the Council?

4. If the service is provided in house how many staff are involved in:

a.     Distributing incoming mail

b.    Collecting outgoing mail

5. What is the volume of outgoing mail sent by the Council?

6. Does the Council have any centralized services for printing and sending
mail?

7. Does the Council have any hybrid mail services for sending letters or
other correspondence?

8. If yes, who is the hybrid mail provider, when did this contract start
and what was the contract term?

9. Does the Council have any software products for sending letters
electronically or SMS reminders to its residents?

10.  If so what software products are used, when where these installed and
what is the contract term for support?

11. What is the name and title of the person who is responsible for the
mail contracts?

12. Who is your Business Transformation Officer or similar?

13.  Does the council have a particular cost saving target over the next
few years through back-office process efficiencies? Who is responsible for
achieving this target?

14.  Does the Council have a fleet of franking machines? If so how many &
what are the costs to run in terms of lease and postage cost 1st and 2nd
class?

15.  How much does the Council currently spend on outbound mail annually?

16.  Does the Council support & promote ‘agile workers’?

17.  Does the Council have a project to promote digital or on-line citizen
communication?

If this is not correct, please contact [3][email address]
<[4]mailto:[email address]>  to clarify your request as
soon as possible.

Unless clarified otherwise, your request is being dealt with under the
terms of the Freedom of Information Act 2000, and will be forwarded to the
service area(s) holding the information. Your request will be answered
promptly, and within twenty working days of the date your request was
received.

Please note, the service area(s) holding the information may need further
information from you to locate the information sought once they have
received the request, and you will be contacted again should this be
necessary.

If you have any queries about this request do not hesitate to contact me.
Please remember to quote the reference number above in any future
communications.

The Council now publishes responses to requests made to it under the
Freedom of Information Act 2000 and the Environmental Information
Regulations 2004. These responses are available on the Council’s website –

[5]http://www.southampton.gov.uk/council-de...

The Council also routinely publishes information on its Publication
Scheme:

[6]http://www.southampton.gov.uk/council-de...

If the information you have requested in your current request has been
requested recently then it is likely that our response to that request is
already available to you via the disclosure log or via the Publication
Scheme. You may wish to view our disclosure log and Publication scheme to
ascertain whether the information you are seeking is already published. If
you find the information you are seeking, please let us know accordingly
and we will close your request. If we do not hear from you further we will
continue to process your request in accordance with the relevant
legislation.

Regards,

Sarah Ashley
Student Legal Intern
Legal & Governance
Southampton and Fareham Legal Services Partnership
Southampton City Council
Tel: 023 8083 3000 (switchboard)

@SouthamptonCC <[7]http://www.twitter.com/SouthamptonCC>    
facebook.com/SotonCC <[8]http://www.facebook.com/SotonCC>

This email is confidential but may have to be disclosed under the Freedom
of Information Act 2000, the Data Protection Act 1998, or the
Environmental Information Regulations 2004. If you are not the person or
organisation it was meant for, apologies, please ignore it, delete it, and
notify us. SCC does not make legally binding agreements or accept formal
notices/proceedings by email. E-mails may be monitored. This email (and
its attachments) is intended only for the use of the person(s) to whom it
is addressed, and may contain information that is privileged and/or
confidential. If it has come to you in error, you must take no action
based on it, nor must you copy or show it to anyone.

FOI-1718-0544- 019994/00666146

References

Visible links
1. http://www.twitter.com/SouthamptonCC
2. http://www.facebook.com/SotonCC
3. mailto:[email address]
4. mailto:[email address]
5. http://www.southampton.gov.uk/council-de...
6. http://www.southampton.gov.uk/council-de...
7. http://www.twitter.com/SouthamptonCC
8. http://www.facebook.com/SotonCC

Giany, Gurpreet, Southampton City Council

3 Attachments

Dear Terrence

 

Please find attached Southampton City Council’s response to your Freedom
of Information request.

 

Kind regards

 

 

Gurpreet Giany

Business Support Officer

Business Support Service

Southampton City Council

 

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This email is confidential but may have to be disclosed under the Freedom
of Information Act 2000, the Data Protection Act 1998 or the Environmental
Information Regulations 2004. If you are not the person or organisation it
was meant for, apologies, please ignore it, delete it and notify us. SCC
does not make legally binding agreements or accept formal
notices/proceedings by email. E-mails may be monitored. This email (and
its attachments) is intended only for the use of the person(s) to whom it
is addressed, and may contain information that is privileged and/or
confidential. If it has come to you in error, you must take no action
based on it, nor must you copy or show it to anyone.

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References

Visible links
1. http://www.southampton.gov.uk/benefits-w...
2. https://public.govdelivery.com/accounts/...
3. https://public.govdelivery.com/accounts/...
4. mailto:[email address]