Dear Shropshire 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, Shropshire Council

Dear Mr Stonard

 

Thank you for your request for information received on 28/09/2017.  We are
currently processing your request in accordance with the relevant
legislation.

 

You have requested details about postroom services

 

(Please note this may be a summary of your request and full details, as
outlined in the request, will be sent to the team providing the response.)

 

If you feel the information is inaccurate or requires amendment, please
notify us as soon as possible using the contact details provided below. 

 

Yours sincerely

 

Information Governance Team

Shropshire Council

Shirehall

Abbey Foregate

SHREWSBURY

SY2 6ND

 

Tel:                  01743 252179 / 252774 / 252747

Email:             [Shropshire Council request email]

Web:               [1]www.shropshire.gov.uk/access-to-information

 

 

References

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1. http://www.shropshire.gov.uk/access-to-i...

Michele Leith, Shropshire Council

2 Attachments

Daniel
 
Many thanks for your FOI request, please see our response detailed in red,
below,
 
Kind regards
 
Michele Leith,
Head of Human Resources and Development
Shropshire Council,
Shirehall, Abbey Foregate,
Shrewsbury,
SY2 6ND.
Email - [1][email address]
01743 254402
07990085216
 
[2]https://www.shropshire.gov.uk/shropshire...
 
 
 
 
1. Does the Council manage its own incoming mail or is this service
outsourced?
        The council does manage its own incoming mail
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?
N/A    
3. Is any of the incoming mail scanned or is it physically transported
across the Council?
Physically transported to individual teams and most mail scanned at team
level into back office systems
a. What is the volume of incoming mail per day/week/month received by the
Council?
Average of mail bags received per week is 14 (each bag on average contains
500 pieces) plus 10 crates per week with an average of 400 items in each.
b. Is the scanning linked to any Document Management systems?
        Scanning is linked to different back office systems
c. If so can you confirm which ones are used within the Council?
        SharePoint, Civica,  Idox, carestore. Some teams scan to mapped
drives or secure folders.
4. If the service is provided in house how many staff are involved in:
a. Sorting the incoming mail
b. Distributing incoming mail
        2 staff daily, handling the sorting, distribution on site and also
the outgoing mail.
9. How is your returned mail processed?
        Any returns come back to mail room and issues reported to
appropriate teams. 
10. What is your average number of daily returned mail items?
        This is very low and accounts for average of 20 items per day,
predominantly Elections returns.
11. Does the Council currently scan documents at department level?
        Yes
12. Please outline which departments and average daily volumes.
Information not held centrally
b. Is there a standard within the Council?
The Standard we have currently is an Information and Records Management
Standard (created February 2016) that was reviewed in February 2017. Any
scanning requirements are conducted by departments and business areas
within the Council.
11. Are there any special stationary types used?
        Yes
12. Do you use pre-printed inserts?
        Yes
13. Does the council scan records?
        Yes On request
14. If yes could you please supply daily volumes of record scanning?
         Not held
15. Can you please provide the contact details of the Councils IT
Director?
         Michele Leith
a. If the IT Director is not responsible for Digital Transformation,
please supply contact details of the person(s) who are.
        Michele Leith  
16. Can you please provide the contact details of the Council’s Business
Transformation Officer?
Michele Leith  
17. Could you please supply org chart?
        Not held centrally
 
 
 
 
 

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