Dear Wakefield 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,

Neil Down

freedomofinformation, Wakefield City Council

Dear Neil Down,

FREEDOM OF INFORMATION ACT 2000 - REQUEST FOR INFORMATION

Thank you for your email requesting information under the Freedom of Information Act 2000 which we received on 12 September 2017. It is our intention to have the response delivered to you by 10 October 2017.

I would like to inform you that all requests submitted under the Freedom of Information Act 2000 might be subject to exemption(s), which the Authority is entitled to apply to refuse the request.

Any future correspondence you may have in relation to this matter should be marked Private & Confidential and sent to the Senior Information Governance Officer, Information Management Team, County Hall, Wakefield WF1 2QW or e-mailed to [Wakefield City Council request email].

Yours sincerely

Information Governance Officer
Corporate Information Governance Team,
City Solicitor’s Office.
Wakefield MDC, County Hall, Wakefield WF1 2QW
Email: [Wakefield City Council request email]
Tel: 01924 306112

freedomofinformation, Wakefield City Council

Dear Mr Down,
 
Freedom of Information Act 2000 - Request for Information
 
I am writing in respect of your recent enquiry for information held by the
Authority under the provisions of the Freedom of Information Act.
 
Please find the response to your request below.
 
1. Does the Council manage its own incoming mail or is this service
outsourced? The Council manages its own incoming mail.
2. If outsourced who is the current provider, when did the contract start
and what is the contract term? N/A.
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? Both methods.
a. What is the volume of incoming mail per day/week/month received by the
Council? This information is not recorded.
b. Is the scanning linked to any Document Management systems? Yes.
c. If so can you confirm which ones are used within the Council? Civica
and Sharepoint.
4. If the service is provided in house how many staff are involved in:
a. Sorting the incoming mail - 7-9 (The team consists of 12 staff)
b. Distributing incoming mail – 7-9.
9. How is your returned mail processed? It is forwarded to the department
which sent it out, for appropriate action by them.
10. What is your average number of daily returned mail items? 15-20.
11. Does the Council currently scan documents at department level? Many
(though not the mail room) Council departments scan.
12. Please outline which departments and average daily volumes. Scanning
levels are not recorded.
b. Is there a standard within the Council?
11. Are there any special stationary types used? Yes.
12. Do you use pre-printed inserts? Sometimes.
13. Does the council scan records? Yes (though not in the mail room).
14. If yes could you please supply daily volumes of record scanning?
Scanning levels are not recorded.
15. Can you please provide the contact details of the Councils IT
Director? There is no Director at this time. The Systems & Technical
Service Manager is Michael O’Malley (01977 727666
Email [email address])
16. Can you please provide the contact details of the Council’s Business
Transformation Officer? There is no single officer with responsibility for
business transformation.
17. Could you please supply org chart? This information is available to
view publicly on the Council’s website, and can be accessed via the
following link:
[1]http://www.wakefield.gov.uk/Documents/ac...
 
Please do not hesitate to contact me should you have any further queries
regarding this matter.
 
Yours sincerely
 
Senior Information Governance Officer
Information Governance Team
City Solicitor’s Office
Wakefield MDC
Tel: 01924 306112
E-mail: [Wakefield City Council request email]
 

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