Mailroom & Records Management Overview

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Dear East Staffordshire Borough 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

Guy Thornhill, East Staffordshire Borough Council

1 Attachment

Good afternoon

I have answered your questions below

1. Does the Council manage its own incoming mail or is this service outsourced? Managed internally
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? A portion of one post salary so amount not available with any accuracy - approx. <£10k
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? Varies due to mailshots and elections, approx. 75-150 items perday normally
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: <1 FTE for both
a. Sorting the incoming mail
b. Distributing incoming mail
9. How is your returned mail processed? Same as incoming
10. What is your average number of daily returned mail items? 1-5
11. Does the Council currently scan documents at department level? Some departments do
12. Please outline which departments and average daily volumes. Revs and Bens >100 items per day
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? No
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? Myself
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? Chris Ebberley 01283 508772
17. Could you please supply org chart? Attached
Regards

Guy

Guy Thornhill
ICT Manager
East Staffordshire Borough Council
The Maltsters,
Wetmore Road
Burton upon Trent,
DE14 1LS
Tel: 01283 508000

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Burton upon Trent
Staffordshire
DE14 9JG
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