Mailroom & Records Management

The request was successful.

Dear Northumberland County 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?
a. If the IT Director is not responsible for Digital Transformation, please supply contact details of the person(s) who are.
16. Can you please provide the contact details of the Council’s Business Transformation Officer?
17. Could you please supply org chart?

Yours faithfully,

Daniel Stonard

Northumberland County Council

1 Attachment

Our Ref: 5165  

Dear Enquirer,

INFORMATION REQUEST

Thank you for your request for information which will be dealt with under
the terms of the Freedom of Information Act 2000 / Environmental
Information Regulations 2004.

In some circumstances a fee may be payable and if that is the case, we
will let you know the likely charges before proceeding.

If you have any queries about this matter please contact us. Please
remember to quote the reference number above in any future communications.

Kind regards

Information Governance Office
Northumberland County Council
County Hall
Morpeth
Northumberland
NE61 2EF

Tel: 0345 600 6400
Email: [Northumberland County Council request email]
Web: http://www.northumberland.gov.uk

Northumberland County Council

1 Attachment

Our Ref: 5165   

Dear Enquirer,

FREEDOM OF INFORMATION REQUEST

I refer to your Freedom of Information request in relation to mailroom and
records management.
This request is being handled under the Freedom of Information Act 2000.

I am writing to ask you to clarify part of your request. This is because
we are not certain that we have understood the question correctly.

Therefore I should be grateful if you would clarify the below question, we
were unsure if you were referring to leaflets?
12. Do you use pre-printed inserts
Please contact me by the above email address if you need assistance with
this.

If we do not receive your clarification within 3 calendar months from
today we will close your request. If after the 3 month period you then
provide clarification, your request will be logged as a new request.

Yours sincerely

FOI Co-ordinator - Finance Group
Information Governance Office
Northumberland County Council
County Hall
Morpeth
Northumberland
NE61 2EF

Tel: 0345 600 6400
Email: [Northumberland County Council request email]
Web: http://www.northumberland.gov.uk 

Dear Northumberland County Council,

With regards the pre-printed inserts, this relates to barcoded separators for documents / sub-sections. Thank you

Yours faithfully,

Daniel Stonard

Northumberland County Council

1 Attachment

Our Ref: 5165   

Dear Enquirer,

FREEDOM OF INFORMATION ACT REQUEST 

I refer to your Freedom of Information request in relation to mailroom and
records management.

Right of Access 

Section 1(1) of the Act provides any person making a request for
information to a public authority is entitled. 

(a) to be informed in writing by the public authority whether it holds
information of the description specified in the request (which Section
1(6) of the Act designates as the "duty to confirm or deny"), and 

(b) if that is the case, to have that information communicated to him. 

The right is to obtain access to the information itself and not to the
document or record which contains it. 

The Act creates a general right of access to information held by public
authorities subject to various exemptions. 

Northumberland County Council confirms that it holds the information you
have requested, please see the following information in response. 

Please note: These answers are based upon county hall mail function only -
some other satellite sites deal with their own mail including Revs and
Benefits.

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

The council manages its own.

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? 

N/A

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

a. What is the volume of incoming mail per day/week/month received by the
Council? - Currently not monitored

b. Is the scanning linked to any Document Management systems? - N/A
c. If so can you confirm which ones are used within the Council? - N/A

4. If the service is provided in house how many staff are involved in: 
a. Sorting the incoming mail  - One
b. Distributing incoming mail - The same one person

9. How is your returned mail processed? 

By franking machine 

10. What is your average number of daily returned mail items? 

August - 31,459 pieces  

September - 38,454 pieces  

October - 38,411 pieces

11. Does the Council currently scan documents at department level? 

Yes

12. Please outline which departments and average daily volumes. - Not
centrally monitored

b. Is there a standard within the Council? - No

11. Are there any special stationary types used? - Unknown

12. Do you use pre-printed inserts - No

13. Does the council scan records? - Yes

14. If yes could you please supply daily volumes of record scanning?
- Info not held or monitored

15. Can you please provide the contact details of the Councils IT
Director? Neil Arnold, Chief Information
Officer ([1][email address]) 
a. If the IT Director is not responsible for Digital Transformation,
please supply contact details of the person(s) who are. 

16. Can you please provide the contact details of the Council’s Business
Transformation Officer? We have different officers across the council
working on business transformation, but we have a central digital
transformation team reporting into the Chief Information Officer. 

17. Could you please supply org chart? This can be found on our
website: [2]https://www.northumberland.gov.uk/About/...

Complaints 

If you are unhappy with the way your request for information has been
handled, you can request an internal review by writing within 2 months
from the date of this response to the Information Governance Office: 

Information Governance Office
Northumberland County Council
County Hall
Morpeth
NE61 2EF 

Email: [Northumberland County Council request email] 

Information Commissioner 

If you remain dissatisfied with the handling of your request, you have a
right by Section 50 of the Act to apply to the Information Commissioner
for a decision as to whether your request has been dealt with in
accordance with the requirements of the Act at: 

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

Tel: 01625 545 745
Email: [email address

There is no charge for making an appeal. 

Yours sincerely 

FOI Coordinator - Finance Group
Information Governance Office
Northumberland County Council
County Hall
Morpeth
Northumberland
NE61 2EF

Tel: 0345 600 6400
Email: [Northumberland County Council request email] 
Web: http://www.northumberland.gov.uk 

References

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2. http://track.vuelio.uk.com/z.z?l=aHR0cHM...