Mailroom & Records Management Overview

The request was successful.

Dear North East Lincolnshire 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

PPD - FOI, North East Lincolnshire Council

Dear Mr Stonard

 

I am pleased to acknowledge your request for information, which has been
allocated the reference number NELC/6832/1718.

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[1]https://www.nelincs.gov.uk/council-infor....

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Yours sincerely on behalf of North East Lincolnshire Council

 

Feedback Officer

 

 

 

PPD - FOI, North East Lincolnshire Council

Dear Sir / Madam

 

Thank you for your information request, reference number NELC/6832/1718. 
I wish to confirm that North East Lincolnshire Council holds the following
information:

 

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?

 

N/A

 

        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?

 

Mail is scanned in two areas:

Local Taxation and Benefits

Children’s Services

 

a.    What is the volume of incoming mail per day/week/month received by
the Council?

 

Approx. 2,000 items per week

 

b.    Is the scanning linked to any Document Management systems?

 

Local Taxation and benefits currently using iworld and images at work and
about to migrate to Civica

 

c.    If so can you confirm which ones are used within the Council?

 

As above

 

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

a.    Sorting the incoming mail

 

0.75       full time equivalent

 

b.    Distributing incoming mail

 

0.75 Full time equivalent

 

       9. How is your returned mail processed?

 

Distributed back to teams for actioning in accordance with localised
policies and procedures

 

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

 

Data not held / recorded

 

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

 

Only as specified above

 

        a. Please outline which departments and average daily volumes.

 

We do not keep this data as we get incoming documents from multiple
sources not just mail e.g. email, government files, items scanned in
CAPS/Immingham Hub  etc.  All get loaded into Images@work and we don’t
keep records of how many were postal items etc.

 

 

        b. Is there a standard within the Council?

 

Incoming mail is opened, scanned and indexed onto I@W in date order  -
oldest first.  This includes incoming electronic mail and import files. 
Paper mail once scanned is held 6-8 weeks and is then shredded
confidentially. 

 

       11. Are there any special stationary types used?

 

Local Taxation and Benefits to provide for incoming mail no special
stationary. 

 

       12. Do you use pre-printed inserts

 

No

 

       13. Does the council scan records?

 

Yes – in relation to Children’s Services and documentation relating to
children

 

       14. If yes could you please supply daily volumes of record
scanning?

 

Unable to provide data

 

       15. Can you please provide the contact details of the Councils IT
Director?

 

Sally Jack – Strategic Commissioning Lead – Shared Service and Commercial
Development – Municipal Offices, Grimsby, North East Lincolnshire DN31 1HU

 

       a. If the IT Director is not responsible for Digital
Transformation, please supply contact details of the person(s) who are.

 

N/A

 

       16. Can you please provide the contact details of the Council’s
Business Transformation Officer?

 

Sharon Wroot – Director of Finance, Operations and Resources – Municipal
Offices, Grimsby, North East Lincolnshire, DN31 1HU

 

       17. Could you please supply org chart?

 

Please refer to -
[1]https://www.nelincs.gov.uk/council-infor...

 

If you believe that your request for information has not been handled in
accordance with the Freedom of Information Act, you have the right to
request an internal review by the Council. Please be clear about which
elements of the Council’s response or handling of the request you are
unhappy with, and would like the Council to address during the internal
review process.  If following this you are still dissatisfied you may
contact the Office of the Information Commissioner. If you wish to request
an internal review, please contact me and I will make the necessary
arrangements.

 

Yours sincerely on behalf of North East Lincolnshire Council

 

Feedback Officer

 

 

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