University Mailroom Operation

Daniel Stonard made this Freedom of Information request to University of Leicester

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

Response to this request is long overdue. By law, under all circumstances, University of Leicester should have responded by now (details). You can complain by requesting an internal review.

Dear University of Leicester,

1. Does the university have a centralised mailroom for all incoming post/mail?
a. If so, is this managed by university employees?
b. if not, who manages the incoming post/mail on behalf of the university and what is the annual cost of the contract?
c. When is the contract up for renewal?
d. If there is not a centralised mailroom, has the university considered centralising mailroom operations to a single site/operation?
e. How many smaller mailroom operations are there across the university estates portfolio?
d. what is the cost of each individual mailroom including estates, FTE and hardware etc?

2. What is the annual cost for the mailroom operation, either managed on-site or off-site by a 3rd party?
a. If a physical delivery of mail takes place, please also include FTE, Vehicle cost, courier etc
b. How many FTE (full time employees) are responsible for managing (sorting, opening, delivering, collecting etc) mail within the university?
c. What is the annual cost of these FTE?

3. What are the daily/weekly/monthly/annual volumes of incoming mail managed/received by the university?
a. Are these figures captured for different mail types and/or different departments/faculties within the university?
b. If so, what is the breakdown?

4. Is any of the mail received opened and scanned at source?
a. If so, what hardware is used to open and scan the content?
b. If so, what software is used to deliver the image to the correct person(s) or work queue?
c. if so, what is the annual cost for the maintenance and licensing of such hardware and software?

5. Who is responsible for the management of the mailroom operation?
a. Please provide name and email contact details for the relevant role(s)
b. If estates have a strategic responsibility for mailroom, please also provide the name and email address for the estates manager or director.

6. What level of pre-sortation takes place for incoming mail?
a. If Royal Mail provide a pre-sortation delivery, what is the annual cost to the university?
b. Are there further sorts of mail content then completed by university employees?

Yours faithfully,

Daniel Stonard

2nd August 2018

Dear Daniel

I write to acknowledge receipt of your request, dated 31st July 2018, made under the provisions of the Freedom of Information Act 2000.

Please note the effective date of the request, i.e. date of receipt of your request by the University of Leicester for processing, is 31st July 2018 and that the latest date by which the University must respond under the terms of the Freedom of Information Act 2000 is 29th August 2018.

I will arrange for the information to which you are entitled under the Freedom of Information Act 2000 to be supplied to you as soon as reasonably possible, and in any event within the period set out by the Act.

Please do not hesitate to contact me if you have any queries regarding your request.

Regards,

Christine Taylor
Information Assurance Officer

Information Assurance Services,
University of Leicester, University Road, Leicester, LE1 7RH, UK

t: +44 (0)116 252 5308
e: [email address]  
w: www.le.ac.uk

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29th August 2018

Dear Daniel,

I write on behalf of the University of Leicester in response to your request, dated 30th July 2018 made under the provisions of the Freedom of Information Act 2000. Our responses are set out in the attached spreadsheet.

If you have any concerns or wish to complain or appeal about any aspect of this response then in the first instance please contact the University's Data Protection Officer (Mr Parmjit Gill: 0116 229 7946, [email address])

Please be aware that it is also your legal right under Section 50 of the Freedom of Information Act, to apply to the Information Commissioner for a decision whether a request for information made to the University has been dealt with in accordance with the provisions of the Act. It should be noted that there is a requirement that there will be no undue delay in making the application and there is an expectation that the complainant will have exhausted the University's internal complaints procedure.

Complaints to the Information Commissioner should be addressed to:

FoI Compliance Team (Complaints)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

I hope you find this response helpful. Please don't hesitate to contact me if you have any queries regarding the above.

Regards,

Christine Taylor
Information Assurance Officer

Information Assurance Services,
University of Leicester, University Road, Leicester, LE1 7RH, UK

t: +44 (0)116 252 5308
e: [email address]  
w: www.le.ac.uk

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