Mailroom and Records Summary

The request was successful.

Dear Lancaster City Council,

1. Does the Council manage its own incoming mail 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 Council?
3. Is any of the incoming mail scanned or is it physically transported across the Council?
a. What is the volume of incoming mail per day/week/month received by the Council?
b. Is the scanning linked to any Document Management systems?
c. If so can you confirm which ones are used within the Council?
4. If the service is provided in house how many staff are involved in:
a. Sorting the incoming mail
b. Distributing incoming mail
9. How is your returned mail processed?
10. What is your average number of daily returned mail items?
11. Does the Council currently scan documents at department level?
12. Please outline which departments and average daily volumes.
11. Are there any special stationary types used?
12. Do you use pre-printed inserts
13. Does the council scan records?
14. If yes could you please supply daily volumes of record scanning?
15. Can you please provide the contact details of the Councils IT Director?
16. Can you please provide the contact details of the Council’s Business Transformation Officer?
17. Could you please supply org chart?

Yours faithfully,

Neil Down

info, Lancaster City Council

1 Attachment

Dear Mr Down,

I write to confirm receipt of your request for information, which was
received on 16th September 2017 and is now being processed under the
Freedom of Information Act 2000. Your request has been given the unique
reference number as stated in the subject header above and you should
quote this reference number in all correspondence. You should receive our
response within 20 working days; this means that you can expect to receive
the requested information by 13th October 2017. If we are unable to deal
with your request within that time limit or the Council does not hold the
information or there is a reason for it to be withheld, we will promptly
advise you in writing.

If you have any queries or concerns then please do not hesitate to contact
me. Please remember to quote the reference number above in any future
communications.

Kind regards,

 

Clay Garland

Information Governance Officer

Governance

Lancaster City Council

Town Hall, Dalton Square, LA1 1PJ

(: (01524) 582204

8: [1][email address]

 

 

[2]www.lancaster.gov.uk

 

References

Visible links
1. mailto:[email address]
2. http://www.lancaster.gov.uk/

info, Lancaster City Council

1 Attachment

Dear Mr Down,

Freedom of Information Request - Ref: FOI 1230

Thank you for your request received on 16th September 2017 in which you
asked for the following information from the City Council:

 

1.    Does the Council manage its own incoming mail 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 Council?

3.    Is any of the incoming mail scanned or is it physically transported
across the Council?

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

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

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

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

a.    Sorting the incoming mail

b.    Distributing incoming mail

5.    How is your returned mail processed?

6.    What is your average number of daily returned mail items?

7.    Does the Council currently scan documents at department level?

8.    Please outline which departments and average daily volumes.

9.    Are there any special stationary types used?

10.  Do you use pre-printed inserts

11.  Does the council scan records?

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

13.  Can you please provide the contact details of the Councils IT
Director?

14.  Can you please provide the contact details of the Council’s Business
Transformation Officer?

15.  Could you please supply org chart?

 

Your request has been handled under the Freedom of Information Act 2000
(FOIA).

 

Response

 

1.    In house.

2.    N/A.

3.    Transported physically.

a.    We do not hold this information.

b.    N/A.

c.    N/A.

4.    –

a.    2 (courier and one staff member on post duty).

b.    2 (as above).

5.    Sent back to originating department.

6.    ~20/day

7.    Yes.

8.    All departments scan documents. We do not hold figures on volume of
scanning.

9.    No.

10.  No.

11.  Yes.

12.  We do not hold this information.

13.  We do not have an IT Director. The ICT department can be contacted on
[1][email address].

14.  We do not have a Business Transformation Officer.

15.  Please see:
[2]http://www.lancaster.gov.uk/the-council-....

 

 

If you have any queries or concerns about this response, please contact
this office. For details of how to appeal a decision we have made, see
below.

 

 

How to Appeal

 

Internal Review

If you are not satisfied with this response, you have the right to an
internal review.  The handling of your request will be looked at by
someone who was not responsible for the original case, and they will make
a decision as to whether we answered your request correctly.

 

If you would like to request a review, please write or send an email to
the Council at the following address:

 

Information Governance

Lancaster City Council

Town Hall

Dalton Square

Lancaster

LA1 1PJ

 

Email:  [3][Lancaster City Council request email]

 

Information Commissioner’s Office

 

If you remain dissatisfied after an internal review decision, you have the
right to apply to the Information Commissioner’s Office.  The Commissioner
is an independent regulator who has the power to direct us to respond to
your request differently if he considers that we have handled it
incorrectly.

 

You can contact the Information Commissioner’s Office at the following
address:

 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a
national rate number

Website:  [4]https://ico.org.uk/global/contact-us/

 

 

Re-use of Public-Sector Information

 

Some of the information that we provide in response to FOIA requests will
be subject to copyright protection. In most cases the copyright will be
owned by Lancaster City Council. The copyright in other information may be
owned by another person or organisation, as indicated on the information
itself.

 

You are free to use any information supplied for your own non-commercial
research or private study purposes. The information may also be used for
any other purpose allowed by a limitation or exception in copyright law,
such as news reporting. However, any other type of re-use, for example by
publishing the information in analogue or digital form, including on the
internet, will require the permission of the copyright owner.

 

For information where the copyright is owned by Lancaster City Council,
please contact this office if you would like to request permission.

 

For information where the copyright is owned by another person or
organisation you must apply to the copyright owner to obtain their
permission.

 

 

Yours sincerely

 

Clay Garland

Information Governance Officer

Governance

Lancaster City Council

Town Hall, Dalton Square, LA1 1PJ

(: (01524) 582204

8: [5][email address]

 

 

[6]www.lancaster.gov.uk