Records Management & DMS

The request was successful.

Dear Northamptonshire Police,

1. Does the force manage its own incoming mail/records 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 force?

3. Is any of the incoming mail/records scanned or is it physically transported across the force?
a. What is the volume of incoming mail/records per day/week/month received by the force?
b. Is the scanning linked to any Document Management systems?
c. If so can you confirm which ones are used within the force?

4. If the service is provided in house how many staff are involved in:
a. Sorting the incoming mail
b. Distributing incoming mail

5. Does the force currently scan documents at department level?
6. Please outline which departments and average daily volumes
b. Is there a standard within the force?

7. Are there any special stationary types used?
8. Do you use pre-printed inserts
9. Does the force mandate the scanning of records?
10. If yes could you please supply daily volumes of record scanning?

11. Can you please provide the contact details of the force’s IT Director?
a. If the IT Director is not responsible for Digital Transformation & Strategy, please supply contact details of the person(s) who are.

12. Can you please provide the contact details of the force’s Business Transformation Officer?
13. Could you please supply org chart for records management / information security?
14. Where are physical records / documents stored?

15. Are there any agreements or projects in place to digitise paper records
a. If so, is this being done in-house or by a supplier?
b. If by a supplier, please provide details of who and when the contract started
c. How much does the force spend annually on physical storage of records?
d. How much does the force spend annually on scanning physical records (include labour/resource)

16. Does the force have the facilities to scan paper records on-site?
a. If so, what hardware is in place to facilitate this

17. Who sponsors the drive for digital documents within the force? Please provide contact details

Yours faithfully,

Daniel Stonard

Dear Mr Stonard

RE: FREEDOM OF INFORMATION ACT 2000 - REQUEST FOR INFORMATION Our Ref: 005497/17

I write in reply to your e-mail received 08/11/2017 requesting information as reproduced below.

Our reference for the request is 005497/17.

Your request is being processed and you may expect a reply within 20 working days, which will be 06/12/2017. In some circumstances we may not be able to achieve this timescale, but if this is likely to be the case you will be informed at the earliest opportunity and given a revised timescale.

Yours sincerely

C1507 Ian Kelly
Information Unit Manager
Tel: 101 Ext 346940
[email address]
Force Headquarters, Wootton Hall, Northampton, NN4 0JQ
If calling from outside Northamptonshire please call 03000 111 222
Northamptonshire Police: Putting Communities First

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2 Attachments

Dear Mr Stonard   

 

RE: FREEDOM OF INFORMATION ACT 2000 - REQUEST FOR INFORMATION Our Ref:
005497/17

 

With reference to your e-mail received 08/11/2017 requesting information
as reproduced below together with the answers in bold:

 

1. Does the force manage its own incoming mail/records or is this service
outsourced?

In house.

 

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 force?

 

3. Is any of the incoming mail/records scanned or is it physically
transported across the force

We scan any letters addressed to the chief constable.

a. What is the volume of incoming mail/records per day/week/month received
by the force?  

We do not record this information therefore we don’t have a figure.

b. Is the scanning linked to any Document Management systems?

No

c. If so can you confirm which ones are used within the force?

 

4. If the service is provided in house how many staff are involved in:

a. Sorting the incoming mail

1 full time post

b. Distributing incoming mail

3 full time covering forcewide buildings.

 

5. Does the force currently scan documents at department level?

Yes

6. Please outline which departments and average daily volumes b. Is there
a standard within the force?

All departments on an ad hoc basis.

7. Are there any special stationary types used?

No

8. Do you use pre-printed inserts

Occasionally

9. Does the force mandate the scanning of records?

No

10. If yes could you please supply daily volumes of record scanning?

N/A

11. Can you please provide the contact details of the force’s IT Director?

a. If the IT Director is not responsible for Digital Transformation &
Strategy, please supply contact details of the person(s) who are.

Andrew Wilson, Head of Change.  Tel: 03000 111 222

12. Can you please provide the contact details of the force’s Business
Transformation Officer?

As in 11

13. Could you please supply org chart for records management / information
security?

See attached

14. Where are physical records / documents stored?

On Police premises

15. Are there any agreements or projects in place to digitise paper
records a. If so, is this being done in-house or by a supplier?

Some records currently being digitised by staff prior to accommodation
moves.  

b. If by a supplier, please provide details of who and when the contract
started c. How much does the force spend annually on physical storage of
records?

N/A

d. How much does the force spend annually on scanning physical records
(include labour/resource)

Part of daily processes, not costed separately

16. Does the force have the facilities to scan paper records on-site?

Yes

a. If so, what hardware is in place to facilitate this

Yes, Canon MFDs across the entire estate

17. Who sponsors the drive for digital documents within the force? Please
provide contact details

No sponsor identified, the Force has been using digital documents for many
years.

 

I can confirm that Northamptonshire Police holds the information requested
as follows:

 

I trust you find this information to be satisfactory but if you have any
further queries please do not hesitate to contact me.

 

Northamptonshire Police provides a review and appeals procedure within the
terms of the Freedom of Information Act 2000. If you decide to make an
appeal and, having followed the full process you are still dissatisfied,
you will then have the right to direct your comments to the Information
Commissioner who will give due consideration to the matter. See Appendix
'a' attached.

 

Yours sincerely

 

 

C1507 Ian Kelly
Information Unit Manager
Tel: 101 Ext 346940
[1][email address
Force Headquarters, Wootton Hall, Northampton, NN4 0JQ
If calling from outside Northamptonshire please call 03000 111 222
Northamptonshire Police: Putting Communities First

 

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