Mailroom & Records Management Overview

The request was partially successful.

Dear Bromsgrove District 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

Our Reference: 6716

 

Dear Mr Stonard

 

Thank you for your recent request for information.

 

Your request is being dealt with in accordance with the Freedom of
Information Act.  We will respond by 30^th October at the latest.

 

Kind regards,

 

 

 

 

Charlotte Shepard

Information Officer, Bromsgrove District and Redditch Borough Councils

 

Tel: (01527) 64252, extension 3258

Email: [1][email address]

 

Bromsgrove District Council Redditch Borough Council

Parkside, Town Hall,

Market Street, Walter Stranz Square,

Bromsgrove, Redditch,

Worcestershire B61 8DA Worcestershire B98 8AH

[2]www.bromsgrove.gov.uk [3]www.redditchbc.gov.uk

   

 

 

 

References

Visible links
1. mailto:[email address]
2. http://www.bromsgrove.gov.uk/
3. http://www.redditchbc.gov.uk/
4. mailto:[email address]
5. mailto:[Bromsgrove District Council request email]

1 Attachment

Our Reference: 6716

 

Dear Mr Stonard

 

Thank you for your recent Information request. I can now offer you the
following information:

 

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

2. If outsourced who is the current provider, when did the contract start
and what is the contract term? na

a. Was this contract awarded via any Frameworks e.g. CCS RM1063? na

b. What is the cost of the incoming mail service within the Council? Not
specified

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

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

4. If the service is provided in house how many staff are involved in: 
part of post room staffing 2 FTE

a. Sorting the incoming mail

b. Distributing incoming mail

9. How is your returned mail processed? Sent to service

10. What is your average number of daily returned mail items? Not recorded

11. Does the Council currently scan documents at department level? Yes for
revs and bens

12. Please outline which departments and average daily volumes. Revs bens
– numbers not recorded

b. Is there a standard within the Council? no

11. Are there any special stationary types used? no

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? Not
recorded

15. Can you please provide the contact details of the Councils IT
Director?  Deb Poole, Head of Business Transfomation,
[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? As above

17. Could you please supply org chart? Attached.

 

 

I hope this resolves your enquiry and that you are satisfied with the
response.

 

However, if you are dissatisfied with the way your request has been
handled, you have the right to request an internal review.

 

If you are still dissatisfied following a review by the Council, you have
the right to complain to the Information Commissioner. You can contact the
Information Commissioner at:

 

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone 01625 545 700

www.ico.gov.uk/

 

regards,

 

 

 

Charlotte Shepard

Information Officer, Bromsgrove District and Redditch Borough Councils

 

Tel: (01527) 64252, extension 3258

Email: [2][email address]

 

Bromsgrove District Council Redditch Borough Council

Parkside, Town Hall,

Market Street, Walter Stranz Square,

Bromsgrove, Redditch,

Worcestershire B61 8DA Worcestershire B98 8AH

[3]www.bromsgrove.gov.uk [4]www.redditchbc.gov.uk

   

 

 

 

References

Visible links
1. mailto:[email address]
2. mailto:[email address]
3. http://www.bromsgrove.gov.uk/
4. http://www.redditchbc.gov.uk/
5. mailto:[email address]
6. mailto:[Bromsgrove District Council request email]

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