Dear University of Northampton,

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

Annette Reeves, University of Northampton

2 Attachments

 

 

Ref: RMU/FoI(E20.06)/01415/FoIreply31Jul18

 

31^st July 2018

 

Dear Mr Stonard

 

I am writing in acknowledgement of your request for information dated
30^th July 2018, which has been received by the University and passed to
me as the University’s Freedom of Information Officer for action.

 

Your request for information has been assigned the number referenced above
and will be treated in accordance with the provisions of the Freedom of
Information Act 2000. We will endeavour to provide you with an answer
before the statutory deadline, however please note that under the
provisions of the Act the University has until 29^th August 2018 to
respond to your request.

 

Yours Sincerely

 

Annette Reeves

 

On behalf of:

 

Phil Oakman

Records Manager

 

Annette Reeves

Records and Archive Assistant

Records Management Office

Tel. (01604) 892963

 

[1]cid:BDCAE6FE-7A6F-4E28-A037-F0391F3D0A2D

 

[2]northampton.ac.uk

 

University of Northampton, Park Campus, 
Boughton Green Road, Northampton NN2 7AL United Kingdom

 

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References

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Annette Reeves, University of Northampton

2 Attachments

 

 

Ref: RMU/FoI(E20.06)/1415/FoIreply23Aug18

 

23rd August 2018

 

Dear Mr Stonard

 

I write in response to your request for information dated 30^th July 2018
received by the University and passed to me as the University’s Freedom of
Information Officer for action.

 

In answer to your questions:

 

1.       Does the university have a centralised mailroom for all incoming
post/mail?

 

Yes the University of Northampton has a centralised mailroom

 

a.      If so, is this managed by university employees?

 

Yes, by our wholly owned subsidiary company 1st Degree Facilities

 

b.      if not, who manages the incoming post/mail on behalf of the
university and what is the annual cost of the contract?

 

N/A

 

c.       When is the contract up for renewal?

 

N/A

 

d.      If there is not a centralised mailroom, has the university
considered centralising mailroom operations to a single site/operation?

 

N/A

 

e.       How many smaller mailroom operations are there across the
university estates portfolio?

 

N/A

 

f.    what is the cost of each individual mailroom including estates, FTE
and hardware etc?

 

                                N/A

 

2.       What is the annual cost for the mailroom operation, either
managed on-site or off-site by a 3rd party?

 

The approximate annual cost for mailroom operations is between £190,000
and £220,000

 

Please note the actual cost of our contracts is considered by the
University to be exempt under Section 43(2) (the disclosure of information
which would, or would be likely to prejudice the commercial interests of a
person or body) of the Freedom of Information Act 2000. When information
is released in the form of a response to requests under the Freedom of
Information Act it is actually a release of those details to the world. By
disclosing the information you have requested the University would not
only be potentially prejudicing its own commercial interests but also
those of its supplier. We have supplied a range in an attempt to assist
you as much as we can.

 

a.      If a physical delivery of mail takes place, please also include
FTE, Vehicle cost, courier etc

 

Costs  for <5  FTE and 1 x vehicle have been included in the annual costs
above.

 

Please note that in order to prevent the possibility of individuals being
identified in the case of small numbers, where there are between 1 and 4
individuals, we will always show the figure as <5 in compliance with
Section 40(2) of the Freedom of Information Act 2000. This position is
based on definitions of personal data as set out in European ARTICLE 29
DATA PROTECTION WORKING PARTY Opinion 4/2007 on the concept of personal
data (01248/07/EN WP 136).

 

 

b.      How many FTE (full time employees) are responsible for managing
(sorting, opening, delivering, collecting etc) mail within the university?

 

<5  FTE (inclusive of the driver(s) in part a)

 

Please note that in order to prevent the possibility of individuals being
identified in the case of small numbers, where there are between 1 and 4
individuals, we will always show the figure as <5 in compliance with
Section 40(2) of the Freedom of Information Act 2000. This position is
based on definitions of personal data as set out in European ARTICLE 29
DATA PROTECTION WORKING PARTY Opinion 4/2007 on the concept of personal
data (01248/07/EN WP 136).

 

c.       What is the annual cost of these FTE?

 

This information is exempt under section 40 (personal information) of the
Freedom of Information Act 2000. Due to the low numbers of people employed
in this area, disclosure of this information is likely to lead to specific
salaries being identified.

 

3.       What are the daily/weekly/monthly/annual volumes of incoming mail
managed/received by the university?

 

This information is not centrally recorded. The volume of mail fluctuates
depending on the time of year, increasing during term times when students
receive more post.

 

a.      Are these figures captured for different mail types and/or
different departments/faculties within the university?

 

No

 

b. If so, what is the breakdown?

 

N/A

 

4.       Is any of the mail received opened and scanned at source?

 

No mail is opened and scanned at source.

 

a.      If so, what hardware is used to open and scan the content?

 

N/A

 

b.      If so, what software is used to deliver the image to the correct
person(s) or work queue?

 

N/A

 

c.       if so, what is the annual cost for the maintenance and licensing
of such hardware and software?

 

N/A

 

 

5.       Who is responsible for the management of the mailroom operation?

 

a.      Please provide name and email contact details for the relevant
role(s)

 

Resource Centre Supervisor

Dean Brown

[1][email address]

 

b.      If estates have a strategic responsibility for mailroom, please
also provide the name and email address for the estates manager or
director.

 

Head of Facilities Services

Michelle Chodyniecki

[2][email address]

 

6.       What level of pre-sortation takes place for incoming mail?

 

There is no pre-sortation that takes place for incoming mail

 

a.      If Royal Mail provide a pre-sortation delivery, what is the annual
cost to the university?

 

N/A

 

b.      Are there further sorts of mail content then completed by
university employees?

 

The mail is sorted to University site, building and team

 

I hope the University has made its response in a clear and constructive
manner; however, if you consider the University has handled your request
unfairly you are entitled to follow the process set out in our standard
advice on the University's Freedom of Information Complaints Procedure
which is available online at:

[3]University FoI complaints procedure

 

 

Yours sincerely

 

Annette Reeves

 

On behalf of:

 

Phil Oakman

Records Manager

 

Annette Reeves

Records and Archive Assistant

Records Management Office

DDI: +44 (0)1604 892963

 

[4]cid:BDCAE6FE-7A6F-4E28-A037-F0391F3D0A2D

 

[5]northampton.ac.uk

 

University of Northampton, Newton

St Georges Avenue, Northampton, NN2 6JB

 

Follow the story on social media

[6]http://www.northampton.ac.uk/social-medi...

Copyright

All information the University sends in response to Freedom of Information
requests will, where appropriate, be the sole property of The University
of Northampton and is protected by copyright.

The University of Northampton asserts its moral rights in respect of its
information. Information is made available to you strictly on the
conditions that:-

·         it is for personal research;

·         the information may not be copied, manipulated, republished,
redistributed or otherwise   made available to any other person or placed
on a website or online service.

Any infringements of The University of Northampton’s intellectual property
rights may result in legal action

 

 

 

University of Northampton: Transforming Lives and Inspiring Change
www.northampton.ac.uk This e-mail is private and may be confidential and
is for the intended recipient only. If you are not the intended recipient
you are strictly prohibited from using, printing, copying, distributing or
disseminating this e-mail or any information contained in it. We virus
scan all E-mails leaving The University of Northampton but no warranty is
given that this E-mail and any attachments are virus free. You should
undertake your own virus checking. The right to monitor E-mail
communications through our networks is reserved by us.

References

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2. mailto:[email address]
3. http://tundrasearch.northampton.ac.uk/re...
5. http://www.northampton.ac.uk/
6. http://www.northampton.ac.uk/social-medi...

Phil Oakman, University of Northampton

The University of Northampton replied to this request within the appropriate time limit on the 23rd August 2018. As such it is wrongly tagged as long overdue please correct this at your earliest convenience.

Thanks for your assistance.