Dear Lincolnshire 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

FOI, Lincolnshire County Council

6 Attachments

[1]cid:image003.jpg@01D06D45.E26D2880

 

 

 

 

 

 

 

 

 

Freedom of Information
Customer Service Centre
2^nd Floor

Thomas Parker House

13/14 Silver Street
Lincoln
LN2 1DY
Tel: 01522 782187
[2][email address]

[3]www.lincolnshire.gov.uk

                                               

Dear Daniel Stonard

 

Freedom of Information Reference: 41952371FOI

 

Subject: Request for information regarding Lincolnshire County Council's
incoming mail service and structure.

 

Thank you for your recent request for information received by this office
on 3^rd October 2017. Your request is being dealt with under the terms of
the Freedom of Information Act 2000. 

 

We will aim to respond to your request, notifying you whether or not the
information requested is held by Lincolnshire County Council and
communicating that information to you (provided that the information is
not exempt under the terms of the Act), within 20 working days from the
day after your request was received.

 

We may reasonably require further information from you in order to
identify and locate the information requested. If this is the case we will
contact you in due course.

 

In some circumstances a fee may be payable and if that is the case, we
will let you know. A fees notice will be issued to you, and you will be
required to pay before we will proceed to deal with your request.

 

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

 

Yours sincerely,

 

 

James Taylor

Freedom of Information
Customer Service Centre

[4][email address]

 

 

The information we have supplied to you may contain intellectual property
rights of Lincolnshire County Council. Your use of the information must be
strictly in accordance with the Copyright Designs and Patents Act 1988 (as
amended), or other applicable legislation. In particular, you must not
re-use this information for any commercial purpose.

If you would like to re-use this information for any commercial purpose
you must make a formal request to us under the Re-Use of Public Sector
Information Regulations 2005.  Please email us at
[5][email address]

 

 

FOI, Lincolnshire County Council

3 Attachments

[1]cid:image003.jpg@01D06D45.E26D2880

 

 

 

 

 

 

 

 

 

Freedom of Information
Customer Service Centre
2^nd Floor

Thomas Parker House

13/14 Silver Street
Lincoln
LN2 1DY
Tel: 01522 782187
[2][email address]

[3]www.lincolnshire.gov.uk

 

 

31^st October 2017

 

Dear Daniel Stonard

 

Freedom of Information Reference:  41952371 FOI

 

Subject: Request for information.

 

Please find our response to your request below:

 

Request and Response:

 

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

 

 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? This
is not possible to provide a total cost as the service is provided on
multiple sites and funded from multiple budgets.

 

 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? Information not recorded or held centrally.

 

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:  

 

An overall figure is not available because of the number of sites and
budget holders.

 

a. Sorting the incoming mail

b. Distributing incoming mail

 

9. How is your returned mail processed?

 

Wherever possible by return to sender.

 

10. What is your average number of daily returned mail items?  Information
not recorded or held centrally.

 

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

 

12. Please outline which departments and average daily volumes. All
departments but volumes are not recorded.

 

 b. Is there a standard within the Council? No

 

11. Are there any special stationary types used? Other than letterheads,
no

 

12. Do you use pre-printed inserts No

 

13. Does the council scan records? Documents may be scanned as part of
Social Care records

 

14. If yes could you please supply daily volumes of record scanning?
Information not recorded or held centrally.

 

15. Can you please provide the contact details of the Councils IT
Director? Richard Wills, Director of Environment and Economy,

[4][email address]

 

a. If the IT Director is not responsible for Digital Transformation,
please supply contact details of the person(s) who are. Simon Oliver,
Chief Technology Officer, [5][email address]

 

16. Can you please provide the contact details of the Council’s Business
Transformation Officer? Donna Fryer, Project Manager- Level 4
[6][email address]

 

17. Could you please supply org chart? Please see attached.

 

 

 

 

 

Lincolnshire County Council believes that the response outlined above
satisfies your request for information under the Freedom of Information
Act and that all information that can be made available to you has been
provided.

 

You are entitled to an internal review of the administration of your
request. You can request an internal review by contacting
[7][email address]. Should you remain dissatisfied following the
outcome of the review you can submit a formal complaint to the Information
Commissioner's Office. Further information can be obtained from their
website [8]www.ico.org.uk.

 

Once again, thank you for your enquiry.

 

Yours sincerely

 

 

James Taylor

 

Freedom of Information

On behalf of Lincolnshire County Council

[9][email address]

 

The information we have supplied to you may contain intellectual property
rights of Lincolnshire County Council. Your use of the information must be
strictly in accordance with the Copyright Designs and Patents Act 1988 (as
amended), or other applicable legislation. Re-use of this information is
permitted in accordance with the terms of the [10]Open Government License
(OGL). If you wish to re-use the information for any other purpose other
than those detailed within the OGL then you must submit a request for
re-use in accordance with the Re-Use of Public Sector Information
Regulations 2015 to [11][email address]. Lincolnshire
County Council will then consider your request and respond within 20
working days.

 

 

 

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