Management of Physical Records

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Dear Leeds City Council,

I am currently researching if any paper documents are currently being archived and would be most grateful if you would provide me, under the Freedom of Information Act, details in respect to the contract below.
The details we require are:
• Do you currently have any paper documents in storage?
• If all of your documents have been securely digitised, do you have any bespoke software to electronically access and manage scanned images?
• Who is the senior officer/s (outside of procurement) responsible for the management of physical records?
Thank you for your help

Yours faithfully,

elliot smith

DPFOI, Leeds City Council

Thank you for contacting the Leeds City Council Information Management &
Governance Requests team. We confirm that we have received your
correspondence. 
 
If you have submitted a Freedom of Information or Environmental
Information Regulation request- we will respond to your request in
accordance with the appropriate legislation within 20 working days. While
you wait, you may wish to check information published by the Council on
the [1]Data Mill North to see if the information you have requested is
already available.
 
If you have submitted an access to information request or other
information rights request- we will respond to your request in accordance
with the GDPR and the Data Protection Act 2018. Please note in order to
process your request, we require confirmation of your identity via a
copy of one of the following forms:

o Driving Licence
o Passport
o Birth Certificate
o Council Tax bill
o Utility bill 

 

If we require further information from you before we are able to process
your request we will contact you directly to request this.  If you would
like more information on how Leeds City Council process these types of
requests, information is available on our [2]website  

 

If you are a healthcare or social work professional, or a member of the
police force making a request for disclosure of information for the
purpose of safeguarding or the prevention, investigation, detection or
prosecution of criminal offences – we will respond to your request as soon
as possible. Please note we are currently only able to offer viewings of
records on a Tuesday or a Thursday.

 

For all other queries – we will look into your request and respond as
appropriate.

 

For information about what we do with personal data please see our
[3]privacy notice.
 
Yours sincerely
 
Information Management & Governance – Requests Team

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References

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2. http://www.leeds.gov.uk/privacy
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Leeds City Council

Requests Team
Information Management & Governance
Leeds City Council
PO Box 837
LS1 9PZ
Tel: 0113 3784251
Email: [email address]

Our reference: ML4PI1485

Date 01/02/2021

Dear Elliot Smith,

Re: Freedom of Information Request 

I refer to your request to the council.

We will respond to your request in accordance with the Freedom of
Information Act 2000.

You may also wish to check information published by Leeds City Council at
datamillnorth.org to see if the information you have requested is already
available.

We will endeavor to send all of the appropriate information you have
requested within statutory time scales, however if there is a large volume
of data we may need to send this to you in batches. Where this is the
case, we will contact you.

If you have any queries or wish to discuss this matter then please contact
me on 0113 3784251 or by email to [email address].

Yours sincerely,

Information Management & Governance Team
Digital Information Service
Leeds City Council

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Leeds City Council

Requests Team
Information Management & Governance
Leeds City Council
PO Box 837
LS1 9PZ
Tel: 0113 3784251
Email: [email address]

Our reference: ML4PI1485

Date 05/02/2021

Dear Elliot Smith,

Re: Freedom of Information Request. 

I refer to your correspondence to the council and your request for the
following:

• Do you currently have any paper documents in storage? 

Yes Leeds City Council do have paper records in storage.  The council has
an internal records management facility for its semi dormant records and
utilise an external provider for the provision of records which require
longer term storage. There are also documents stored in some of our office
buildings.

 

• If all of your documents have been securely digitised, do you have any
bespoke software to electronically access and manage scanned images?   

Within Leeds City Council not all documents have been digitised and there
is no bespoke software currently used to access and manage images that
have been scanned.

 

• Who is the senior officer/s (outside of procurement) responsible for
the management of physical records?

The responsibility for the management of physical records sits within the
Council’s Digital Information Service (Information Management and
Governance Team).

The Chief Officer for the Digital Information Service is Leonardo Tantari.

The Head of Service for the Information and Governance Service is Louise
Whitworth.

The Corporate Records Manager, Lorna Gladstone, reports into this Head of
Service.

I trust that this response is satisfactory. If however you are
dissatisfied with this response you have a right to appeal to an
independent officer within the council. They will re-examine your request
and assess whether we have adhered to the requirements of the act. Should
you wish to follow this course of action please address your concerns in
writing to the above address.

You also have a right under Section 50 of the Freedom of Information Act
to ask the Information Commissioner to decide whether we have met with our
obligations under the act.  The Commissioner has however made it clear
that she expects all applicants to exhaust internal appeals procedures
prior to making such an application. Should you wish to contact the
Commissioner’s office then you can contact the Commissioner via her
website at [1]www.ico.org.uk

I trust that this is self-explanatory.  If you have any queries please
contact me on 0113 3784251, or by return email.

If you have any queries or wish to discuss this matter then please contact
me on 0113 3784251 or by email to [email address].

Yours sincerely,

Information Management & Governance Team
Digital Information Service
Leeds City Council

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References

Visible links
1. http://www.ico.org.uk/