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Dear Leeds 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?
a. Was this contract awarded via any Frameworks e.g. CCS RM1063?
b. What is the cost of the incoming mail service within the Council?
3. Is any of the incoming mail scanned or is it physically transported across the Council?
a. What is the volume of incoming mail per day/week/month received by the Council?
b. Is the scanning linked to any Document Management systems?
c. If so can you confirm which ones are used within the Council?
4. If the service is provided in house how many staff are involved in:
a. Sorting the incoming mail
b. Distributing incoming mail
9. How is your returned mail processed?
10. What is your average number of daily returned mail items?
11. Does the Council currently scan documents at department level?
12. Please outline which departments and average daily volumes.
b. Is there a standard within the Council?
11. Are there any special stationary types used?
12. Do you use pre-printed inserts
13. Does the council scan records?
14. If yes could you please supply daily volumes of record scanning?
15. Can you please provide the contact details of the Councils IT Director?
16. Can you please provide the contact details of the Council’s Business Transformation Officer?
17. Could you please supply org chart?

Yours faithfully,

Paul Keefe

DPFOI, Leeds City Council

Dear Paul Keefe,

Freedom of information request Ref 19531 : Mailroom

Thank you for your request for the above information which we received 7, September 2017. We will respond to your request in accordance with the Freedom of Information Act 2000, or the Environmental Information Regulations 2004.

We have passed your request onto Saleem Aziz, Information Governance Officer, Resources & Housing, [email address] who will arrange a response within the appropriate statutory time limit.

Please remember to quote reference number FOI 19531 in any future communications.

Yours sincerely

Mr Adam O’Connell
Information Governance Assistant
Information Management & Governance
Digital and Information Service
Leeds City Council

0113 37 84251
www.leeds.gov.uk

IMG.CC.requests, Leeds City Council

1 Attachment

Dear Paul Keefe,

 

Freedom of Information Request (Ref: 19531)

 

In response to the above request which I received on 7, September 2017,
the Council requires further details from you before progressing your
request.

 

Could you please provide the following information; in regards to question
15 of the FOI “Could you please supply org chart?”, would you be able to
clarify if you are just wanting it to for the employees that work in the
mailroom?

 

The Council will not be able to proceed with this request until you supply
the additional information required.

 

If you are unhappy with the service you have received in relation to your
request and wish to make a complaint or request a review of our decision,
you should address your concerns in writing to Paul Burns, Resources &
Housing, Information Management and Governance, 3rd Floor, Leonardo, 2
Rossington Street, Leeds LS2 8HD or by emailing
[email address].

 

You also have a right under Section 50 of the Freedom of Information Act
to ask the Information Commissioner to decide whether we have met with our
obligations under the act.  The Commissioner has however made it clear
that he expects all applicants to exhaust internal appeals procedures
prior to making such an application. Should you wish to contact the
Commissioner’s office then you can write to the following address:

 

            Office of the Information Commissioner,

            Wycliffe House,

            Water Lane,

            Wilmslow,

            Cheshire,

            SK9 5AF.

 

You may also contact the Commissioner via his website at [1]www.ico.gov.uk

 

I trust that this is self-explanatory.  If you have any queries please
contact me 0113 37 87891, or by return email.

 

Yours sincerely,

 

 

Saleem Aziz

Information Governance Officer

t: 0113 37 87891

e: [2][email address]

e: [3][email address]

e: w: [4]www.leeds.gov.uk 

 

Information Governance, Digital and Information Service

Information is everyone’s business and responsibility.”

 

[5]cid:image001.png@01D23FFE.323346B0

 

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Leeds City Council - MJ Local Authority of the Year 2016

 

References

Visible links
1. blocked::UrlBlockedError.aspx UrlBlockedError.aspx www.ico.gov.uk
file:///tmp/UrlBlockedError.aspx
2. mailto:[email address]
3. mailto:[email address]
4. http://www.leeds.gov.uk/

Dear IMG.CC.requests,
Hi. If you have a wider reaching one for the council including all services that would be my preference

Yours sincerely,

Neil Down

IMG.CC.requests, Leeds City Council

2 Attachments

Dear Paul Keefe,

 

Freedom of Information Request (Ref: 19531)

 

I refer to the above and your request dated 7, September 2017. I have
contacted the relevant services and now provide a response to the
following request Mailroom.

 

+------------------------------------------------------------------------+
|  | Information Requested | Response |
|--+-----------------------------------+---------------------------------|
| 1|Does the Council manage its own |In-house |
| |incoming mail or is this service | |
| |outsourced? | |
|--+-----------------------------------+---------------------------------|
| 2|If outsourced who is the current |N/A |
| |provider, when did the contract | |
| |start and what is the contract | |
| |term? | |
|--+-----------------------------------+---------------------------------|
| a|Was this contract awarded via any |N/A |
| |Frameworks e.g. CCS RM1063? | |
|--+-----------------------------------+---------------------------------|
| b|What is the cost of the incoming |N/A |
| |mail service within the Council? | |
|--+-----------------------------------+---------------------------------|
| 3|Is any of the incoming mail scanned|Physically transported across the|
| |or is it physically transported |council, however in the Council’s|
| |across the Council? |Revenues & Benefits Service, mail|
| | |is received directly to site & |
| | |scanned. |
|--+-----------------------------------+---------------------------------|
| a|What is the volume of incoming mail|Not counted so can’t say |
| |per day/week/month received by the | |
| |Council? | |
|--+-----------------------------------+---------------------------------|
| b|Is the scanning linked to any |Yes |
| |Document Management systems? | |
|--+-----------------------------------+---------------------------------|
| c|If so can you confirm which ones |The Northgate ICLipse system is |
| |are used within the Council? |used within the Revenues & |
| | |Benefits Service. |
|--+-----------------------------------+---------------------------------|
| 4|If the service is provided in house|  |
| |how many staff are involved in: | |
|--+-----------------------------------+---------------------------------|
| a|Sorting the incoming mail |3 |
|--+-----------------------------------+---------------------------------|
| b|Distributing incoming mail |5 |
|--+-----------------------------------+---------------------------------|
| 5|How is your returned mail |Returned mail doesn’t happen |
| |processed? |every day but on the days it does|
| | |it can arrive twice a day, on a |
| | |morning and at lunch time, it is |
| | |then sorted by the mailroom |
| | |operatives. The returned mail is |
| | |bundled together for the relevant|
| | |departments and recorded on a |
| | |returned mail spreadsheet. |
| | | |
| | |  |
| | | |
| | |The mail is then sorted into the |
| | |relevant pigeon holes and the |
| | |returned mail spreadsheet is |
| | |updated. |
|--+-----------------------------------+---------------------------------|
| 6|What is your average number of |In the last financial year we had|
| |daily returned mail items? |4760 items of returned mail, |
| | |averaging 13 per day. |
|--+-----------------------------------+---------------------------------|
| 7|Does the Council currently scan |No |
| |documents at department level? | |
|--+-----------------------------------+---------------------------------|
| 8|Please outline which departments |N/A |
| |and average daily volumes. | |
|--+-----------------------------------+---------------------------------|
| a|Is there a standard within the |N/A |
| |Council? | |
|--+-----------------------------------+---------------------------------|
| 9|Are there any special stationary |N/A |
| |types used? | |
|--+-----------------------------------+---------------------------------|
|10|Do you use pre-printed inserts |N/A |
|--+-----------------------------------+---------------------------------|
|11|Does the council scan records? |Yes |
|--+-----------------------------------+---------------------------------|
|12|If yes could you please supply |An estimated 500-1000 scans per |
| |daily volumes of record scanning? |day. |
|--+-----------------------------------+---------------------------------|
|13|Can you please provide the contact |Dylan Roberts Tel: 0113 37 84449 |
| |details of the Councils IT | |
| |Director? | |
|--+-----------------------------------+---------------------------------|
|14|Can you please provide the contact |Mariana Pexton Tel: 0113 37 88244|
| |details of the Council’s Business | |
| |Transformation Officer? | |
|--+-----------------------------------+---------------------------------|
|15|Could you please supply org chart? |Please see attached |
+------------------------------------------------------------------------+

 

I trust that this response is satisfactory. If however you are
dissatisfied with this response you have a right to appeal to an
independent officer within Resources & Housing. They will re-examine your
request and assess whether we have adhered to the requirements of the act.
Should you wish to follow this course of action please address your
concerns in writing to Paul Burns, Resources & Housing, Information
Management and Governance, 3rd Floor, Leonardo, 2 Rossington Street, Leeds
LS2 8HD or by emailing [email address].

 

You also have a right under Section 50 of the Freedom of Information Act
to ask the Information Commissioner to decide whether we have met with our
obligations under the act.  The Commissioner has however made it clear
that he expects all applicants to exhaust internal appeals procedures
prior to making such an application. Should you wish to contact the
Commissioner’s office then you can write to the following address:

 

            Office of the Information Commissioner,

            Wycliffe House,

            Water Lane,

            Wilmslow,

            Cheshire,

            SK9 5AF.

 

You may also contact the Commissioner via his website at [1]www.ico.gov.uk

 

I trust that this is self-explanatory.  If you have any queries please
contact me on 0113 37 87891, or by return email.

 

Yours sincerely,

 

Saleem Aziz

Information Governance Officer

t: 0113 37 87891

e: [2][email address]

e: [3][email address]

e: w: [4]www.leeds.gov.uk 

 

Information Governance, Digital and Information Service

Information is everyone’s business and responsibility.”

 

[5]cid:image001.png@01D23FFE.323346B0

 

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Light Night Leeds 2017, Thursday 5 and Friday 6 October

Experience Leeds city centre in a new light with spectacular projections,
interactive installations, exhibitions, dance, music and street
performances. [6]lightnightleeds.co.uk

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Leeds City Council - MJ Local Authority of the Year 2016

 

References

Visible links
1. blocked::UrlBlockedError.aspx UrlBlockedError.aspx www.ico.gov.uk
file:///tmp/UrlBlockedError.aspx
2. mailto:[email address]
3. mailto:[email address]
4. http://www.leeds.gov.uk/
6. https://whatson.leeds.gov.uk/lightnight

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