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Andrew Perry made this Freedom of Information request to City of Edinburgh Council

This request has been closed to new correspondence. Contact us if you think it should be reopened.

The request was successful.

Dear City of Edinburgh Council,

I trust you are having a good week.

Please find a request for information regarding your organisations' printers/printing devices/associated contracts.

I would be grateful if you could reply to the questions below.

Q1. Companies awarded?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

Q2. Length of contract/s and end dates?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

Q3. Number of devices?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

Q4. Annual print/copy volume
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

Q5. Annual spend?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

Q6. Details on how these were procured. i.e. By Framework
a. Procurement method
b. If Framework, please state which one.

Q7. Do you have any print management software? If so, which software?

Q8. Do they supply you with any scanning software (additional to the software native to the device)?

Q9. What Document Management solution/s do you currently use within your organization?

Q10. Who are the procurement & business/IT contacts within your organization responsible for the decision on MFD's and the contract(s)? What is their job title, and their contact telephone & email details?

Yours faithfully,
Andrew Perry

City of Edinburgh Council

Mr Andrew Perry

Our ref: 27428

Dear Mr Perry

Acknowledgement of Request

Subject: Print

Thank you for your request for information received on 06/03/2020. I can confirm that your request will be processed under the Freedom of Information (Scotland) Act 2002, Environmental Information Regulations (Scotland) 2004, or the INSPIRE (Scotland) Regulations 2009.

You will receive the information requested within 20 working days unless the Council does not hold the information, or there is a reason for it to be withheld. We will write to you in any event. This means we have until 03/04/2020 to respond to your request.

In some circumstances a fee may be payable and if that is the case we will let you know.

If you have any requirements regarding the format any information should be supplied in, e.g. the language to be used, audio, large print and so on, then please let me know.

If you have any queries or concerns, do not hesitate to get in touch. Please quote the reference number above in any future communications.

To promote transparency and accountability, please note it is the Council’s policy to publish all request details and responses made under the freedom of information legislation. This information will be made available through the Council’s website and will not include your personal details. The disclosure log is available at the following link: http://www.edinburgh.gov.uk/homepage/175....

Further information about your rights and accessing information is available on our website at: www.edinburgh.gov.uk

Yours sincerely,

Information Governance Unit
Level 2:1, Waverley Court, Edinburgh EH8 8BG Tel 0131 200 2340
[Edinburgh City Council request email] www.edinburgh.gov.uk

Information Rights Officer 4, City of Edinburgh Council

Mr Andrew Perry

 

[1][FOI #652695 email]

 

Our ref: 27428

 

 

Dear Mr Perry

 

Freedom of Information (Scotland) Act 2002 - Partial Release of
Information

 

Subject: Printers/Printing Devices

 

Thank you for your request for information of 06/03/2020, which has been
processed under the terms of the Freedom of Information (Scotland) Act
2002. Unfortunately, the Council is only able to meet part of your
request; this information is released to you now. I shall address each of
your questions in turn.

 

You asked the following:

 

Please find a request for information regarding your organisations'
printers/printing devices/associated contracts.

I would be grateful if you could reply to the questions below.

Q1. Companies awarded?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

A1. Xerox

Q2. Length of contract/s and end dates?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

A2. March 2013 to February 2021.

Q3. Number of devices?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

A3.

a. Photocopiers/MFDs - circa 700
b. Printers - circa 800
c. Print room / reprographics - 13

Q4. Annual print/copy volume
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

A4.

a. Photocopiers/MFDs – Circa 60m
b. Printers – Circa 10m
c. Print room / reprographics – Circa 10m

Q5. Annual spend?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

A5. The total cost of the contract including items which are not listed
here is £1.1m.

Q6. Details on how these were procured. i.e. By Framework a. Procurement
method b. If Framework, please state which one.

A6. The contract was procured through the Scottish Procurement Framework -
PS-08-003-7.

Q7. Do you have any print management software? If so, which software?

Q8. Do they supply you with any scanning software (additional to the
software native to the device)?

A7 and A8. Specific details on hardware, software and systems used will
not be provided, as per the ICT Security Advisory brief dated 06/12/2019,
which advises rejection as recommended by The National Cyber Security
Centre, when we receive FOI’s which look to obtain insight into our ICT
infrastructure and practices.

Under the terms of the legislation, a request for information can be
refused where one or more exemptions listed in the legislation apply. In
this instance, the Council is claiming the following exemption to the
information that you have requested:

Section 30(c) – Prejudice to effective conduct of public affairs

The Council holds the information requested but considers that the
information requested is exempt from disclosure under section 30(c) of the
Act due to the fact that its disclosure would prejudice substantially the
effective conduct of public affairs of the City of Edinburgh Council and
other persons for the following reason:

By placing information about our ICT infrastructure into the public domain
we would potentially be putting our IT framework at risk.

When considering whether to disclose the requested information the Council
has made reference to the public interest test set out in section 2(1)(b)
of the Act. Whilst the Council recognises the need for information to be
publicly available and for the Council to be open and transparent
regarding the software it utilises, in the current circumstances this
public interest in favour of disclosure is outweighed by the Council's
requirement to protect the integrity of our IT security. The public
interest would not be served by the Council being subjected to the
potential of cyber-attacks that could breach our security and damage our
IT infrastructure.

Please note that this letter constitutes a formal refusal notice under
section 16 of the Freedom of Information (Scotland) Act 2002.

Q9. What Document Management solution/s do you currently use within your
organization?

A9. Not applicable.

Q10. Who are the procurement & business/IT contacts within your
organization responsible for the decision on MFD's and the contract(s)?
What is their job title, and their contact telephone & email details?

A10. We will shortly be going out to tender for these services and are
reviewing responsibility; details will be published as part of that
process. The current contract is managed by Jackie Galloway, Senior
Manager (Commercial), tel: 0131 200 2000, e-mail:
[2][email address].

To promote transparency and accountability, please note it is the
Council’s policy to publish all request details and responses made under
the freedom of information legislation. This information will be made
available through the Council’s website and will not include your personal
details. The disclosure log is available at the following link:
https://www.edinburgh.gov.uk/homepage/10...
(Unfortunately, this is currently unavailable but we are working to
resolve this issue.)

 

Your right to seek a review

 

I appreciate that our decision may disappoint you and I am sorry that we
have not been able to release all the information you requested on this
occasion. If you are unhappy with the way we have dealt with your request,
you can ask us to review our actions and decisions by writing to:

 

Head of Strategy & Communications

The City of Edinburgh Council

Waverley Court Business Centre 2:1

4, East Market Street

Edinburgh

EH8 8BG or,

Email: [email address]

 

Please note that your request must be in a recordable format (email,
letter, audio tape etc.), and that you have 40 working days upon receipt
of this letter to ask for a review. You will receive a full response to
your review request within 20 working days of its receipt. Please quote
the reference number above in any future communications.

 

If you are not content with the outcome of the review, you can ask the
Scottish Information Commissioner to review our decision. You must submit
your complaint to the Commissioner within 6 months of receiving our review
response. The Commissioner can be contacted at:

 

The Office of the Scottish Information Commissioner

Kinburn Castle

Doubledykes Road

St Andrews

Fife

KY16 9DS

Telephone: 01334 464610

Fax: 01334 464611

Website: www.itspublicknowledge.info/Appeal

Email: [email address]

 

Yours sincerely

 

 

Iain Burden

Information Rights Officer

 

 

Information Governance Unit

Level 2:1, Waverley Court, Edinburgh EH8 8BG Tel 0131 200 2340

[Edinburgh City Council request email]  www.edinburgh.gov.uk

 

 

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