Mailroom & Records Management Overview

Response to this request is long overdue. By law, under all circumstances, Nottinghamshire County Council should have responded by now (details). You can complain by requesting an internal review.

Dear Nottinghamshire 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, Nottinghamshire County Council

Dear Mr Stonard

FREEDOM OF INFORMATION ACT 2000 – REQUEST FOR INFORMATION (Ref NCC-027527-17)

Thank you for your request for information below. Your request was received on 03 October 2017 and we are dealing with it under the terms of the Freedom of Information Act 2000.

You will receive the information you have requested within 20 working days beginning the day following receipt of your request, unless the Council does not hold the information or there is a reason for it to be withheld. Therefore, you should receive a response by 31 October 2017

In some circumstances a fee may be payable to cover the cost of copying and postage and if that is the case we will let you know before we proceed with your request.

If you have any queries or concerns, please do not hesitate to contact us.

Further information about your rights is also available from the Information Commissioner at:

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

Tel: 0303 123 1113 or 01625 54 57 45
www.ico.gov.uk

Yours sincerely

Freedom of Information Act Team
Resources Department
Nottinghamshire County Council

Kimberley Kelly, Nottinghamshire County Council

Dear Mr Stonard,

 

Further to your recent request for information, relating to Mailroom and
Records Management, please find below our responses to your questions.

 

I hope the below assists you, however, if you wish to raise any concerns
about the way your request was dealt with, then please write to the Team
Manager, Complaints and Information, County Hall, West Bridgford,
Nottingham, NG2 7QP or e-mail [Nottinghamshire County Council request email] quoting the reference
number above. 

 

Following this, if you remain dissatisfied, you can ask the Information
Commissioner to review your request.  However, the Information
Commissioner cannot normally make a decision unless you have exhausted the
procedure provided by the Council.  The Information Commissioner can be
contacted at:

 

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel: 0303 123 1113 or 01625 54 57 45

[1]www.ico.org.uk

 

Kind Regards,

Kimberley Kelly

Complaints Mediation and Information Officer

Complaints and Information Team

Nottinghamshire County Council

County Hall

Loughborough Road

West Bridgford

Nottingham

NG2 7QP

 

Tel:        01159 772788

E-mail:  [2][email address]  

Web:     [3]www.nottinghamshire.gov.uk