Print and printers used internally at council

Jack Butter made this Freedom of Information request to Tendring District Council

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

The request was successful.

Dear Tendring District Council,

Please could you provide the following information with regards to your current printing expenditure:
Q1. Current contract details? a. Photocopiers/MFDs b. Printers c. Print room / reprographics
Q2. Companies awarded? a. Photocopiers/MFDs b. Printers c. Print room / reprographics
Q3. Length of contract/s and end dates? a. Photocopiers/MFDs b. Printers
c. Print room / reprographics
Q4. Number of devices? a. Photocopiers/MFDs b. Printers c. Print room / reprographics
Q5. Annual print/copy volume a. Photocopiers/MFDs b. Printers c. Print room / reprographics
Q6. Annual spend? a. Photocopiers/MFDs b. Printers c. Print room / reprographics
Q7. Details on how these were procured. i.e. By Framework a. Procurement method b. If Framework, please state which one.
Q8. Do you have any print management software? If so, which software?
Q9. Do they supply you with any scanning software (additional to the software native to the device)?
Q10. What Document Management solution/s do you currently use within your organization?
Q11. Who is the person within your organization responsible for the MFD's and the contract(s), what is their title, and their contact details

Yours faithfully,

Jack Butter

Corporate Information Manager, Tendring District Council

Dear Mr Butter,

 

Thank you for your request for information which was received on
26/11/18.  I can confirm that your enquiry is receiving attention.

 

In accordance with the provisions of the Freedom of Information Act 2000
you should receive a comprehensive reply to your request by 21/12/18
unless the Council does not hold the information or there is a reason for
it to be withheld.

 

In certain circumstances, a fee may be payable for determining, locating,
retrieving and extracting information and/or the cost for disbursements
such as photocopying and postage.  If this applies, a Fees Notice will be
issued to you with details of any costs involved and you will be required
to pay this before I can proceed to deal with your request.

 

 

Kind regards,

 

Charlene Haynes
On behalf of Corporate Information Manager

Corporate Services

Tendring District Council

 

Phone: 01255 686512
E-mail: [1][Tendring District Council request email] 

[2]www.tendringdc.gov.uk

Tendring District Council, Town Hall, Station Road, Clacton-on-Sea, Essex
CO15 1SE

 

 

 

 

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References

Visible links
1. mailto:[Tendring District Council request email]
2. http://www.tendringdc.gov.uk/
3. https://www.tendringdc.gov.uk/council/yo...

Corporate Information Manager, Tendring District Council

Dear Mr Butter,

 

Further to your FOI request received on 20/11/18, please find below the
answers to your enquiry.

 

Please could you provide the following information with regards to your
current printing expenditure:

 

Q1. Current contract details?

a. Photocopiers/MFDs – Framework agreement for multi-functional devices
and services, managed print service and print audit service.

b. Printers – No Contract in place for individual printers. Purchased as
required.

c. Print room / reprographics - Framework agreement for multi-functional
devices and services, managed print service and print audit service.

 

Q2. Companies awarded?

a. Photocopiers/MFDs – Xerox UK Ltd

b. Printers – No contract in place for individual printers. Purchased as
required.

c. Print room / reprographics – Xerox UK Ltd

 

Q3. Length of contract/s and end dates?

a. Photocopiers/MFDs – Expires 30^th September 2020.

b. Printers -No contract in place for individual printers. Purchased as
required.

c. Print room / reprographics – Expires 30^th September 2020.

 

Q4. Number of devices?

a. Photocopiers/MFDs – 25 Xeroxes (23 IT responsible for, 2 Print Unit
responsible for).

b. Printers  - There are 79 printers of varying makes and models.

c. Print room / reprographics – 2 Xeroxes

 

Q5. Annual print/copy volume

a. Photocopiers/MFDs – 2,034,899 (records only kept for Xeroxes IT are
responsible for).

b. Printers –No records retained for individual devices.

c. Print room / reprographics - The print room annual volume for the year
1/4/17 - 31/3/18 was black and white prints 524,543 and colour 551,846.

 

Q6. Annual spend?

a. Photocopiers/MFDs - £38,828.22 in 2017/2018 (records only kept for
Xeroxes IT are responsible for).

b. Printers -Variable dependent on demand, minimal due to increased use of
photocopiers/MFD’s

c. Print room / reprographics -Variable dependent on demand.

 

Q7. Details on how these were procured. i.e. By Framework

a. Procurement method – Government framework agreement.

b. If Framework, please state which one. - Government framework agreement.

 

Q8. Do you have any print management software? If so, which software?
–Only software that is native to individual devices.

 

Q9. Do they supply you with any scanning software (additional to the
software native to the device)? -No

 

Q10. What Document Management solution/s do you currently use within your
organization? -IDOX EDRMS.

Print Room - Both machines are run through a Fiery which also has scanning
capabilities, print room have also purchased Kofax which will enable
better scanning facilities when we start scanning in the incoming post and
this will run in conjunction with Idox.

 

Q11. Who is the person within your organization responsible for the MFD's
and the contract(s), what is their title, and their contact details-

John Higgins,

Head of IT and Corporate Resilience,

[1][email address]

 

 

I hope this information is of assistance to you. However if you feel that
the Council have failed to deal with your request for information
correctly you can request that the matter is reviewed in accordance with
the Authority's Complaints Procedure. Requests for internal reviews should
be sent to Mrs L Trembath, Corporate Services, Town Hall, Station Road,
Clacton-on-Sea, Essex CO15 1SE.  Further details of this procedure can be
obtained from all Council offices or from our website
([2]www.tendringdc.gov.uk).

                                  

If you are not content with the outcome of the internal review you have
the right to apply directly to the Information Commissioner for a
decision.  The Information Commissioner can be contacted at:

 

FOI Compliance Team (complaints), Information Commissioner's Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

 

If you have any other queries about this matter then please contact me.

 

 

Kind regards,

 

Charlene Haynes
On behalf of Corporate Information Manager

Corporate Services

Tendring District Council

 

Phone: 01255 686063
E-mail: [3][Tendring District Council request email] 

[4]www.tendringdc.gov.uk

Tendring District Council, Town Hall, Station Road, Clacton-on-Sea, Essex
CO15 1SE

--------------------------------------------------------------------------

The Council’s Privacy Notice is available on its website : [5]PRIVACY
NOTICE

This email may contain Copyright Material and/or sensitive or protectively
marked/classified material. The email is intended for the named
addressee(s). Unless you are the named addressee (or authorised to receive
it for the addressee), you may not copy, use it, or disclose it to anyone
else. If you have received this transmission in error please notify the
sender immediately. All email traffic may be subject to recording and/or
monitoring in accordance with relevant legislation. Correspondence sent to
the Council may be shared internally and/or with legitimate and authorised
external organisations to enable the matter contained therein to be dealt
with appropriately and/or to comply with legislative requirements.

Tendring District Council does not accept service of legal documents by
e-mail.

--------------------------------------------------------------------------

Thank you for contacting Tendring District Council. Our offices will be
closing at 4 p.m. on Monday 24th December for the Christmas holidays.. All
urgent matters will continue to be dealt with as usual in Tendring over
Christmas and New Year, as the majority of frontline services are
maintained for residents. You may be able to find the help you need on our
web site [6]www.tendringdc.gov.uk The Out of Hours service is fully
operational and can be contacted on (01255) 222022 for all emergencies.
This service is available 24/7. Council office buildings and services will
re-open on the morning of Wednesday 2nd January 2019. Thank you and we
wish you a Happy Christmas and New Year.

References

Visible links
1. mailto:[email address]
2. http://www.tendringdc.gov.uk/
3. mailto:[Tendring District Council request email]
4. http://www.tendringdc.gov.uk/
5. https://www.tendringdc.gov.uk/council/yo...
6. https://www.tendringdc.gov.uk/