FOI request (FOIR-111405693)
Requested Thu 28 March 2019
Responded Thu 18 April 2019
Dear Freedom of information team,
1, What Document / Records management system/s does the council currently use? Please include the supplier/vendor name, software product name and version number.
1.2, What is the current annual cost for the solution?
1.3,What year was the solution first purchased?
1.4 Do you use a separate document management system in any department i.e. HR or Revenues and Benefits?
1.5 When will you be re-procuring a Revenues and Benefits system?
2, Where are physical records / documents stored?
2.1 How many physical records are currently being stored either by supplier or by the council.
2.2 If out sourced with a supplier please provide start/end date and spend for 2018.
2.3 If managed in-house how much does the council spend annually on physical storage of records? Including any building and staff costs.
3, Is there any agreements or projects in place to digitise paper records?
3.1 If so, is this being done in-house or by a supplier?
3.2 If by a supplier, please provide details of who and when the contract started.
4, Can you please provide the name(s) and contact details of the member(s) of staff that would look after the above 3 points.
5, How many FOI/SAR did you receive in 2018?
5.1 Do you have a cost per FOI request that you have calculated and what is that if so?
5.2 Do you have a cost per SAR request that you have calculated and what is that if so?
1 - Hastings Borough Council do not have a corporate Document/Records Management system. We use a number of products supplied as part of line of wider line-of-business solutions: Idox, Northgate, IDocs, Unit4 Business World ON and EDRMS version 220.127.116.11 from Idox plc
1.2 - Prices are part of larger contracts for wider line-of-business systems.
1.3 - Information Not Held
1.4 - Northgate IDocs Finance and HR - Unit4 Business World ON
1.5 - Information Not Held
2 - The vast majority of our records are already digital.
2.1 - Information Not Held
2.2 - Not Applicable
2.3 - Information Not Held
3 - We are currently digitising the remainder of our planning files.
3.2 - Information Not Held however Idox plc - 1 April 2019
4 - Stephen Dodson, 01424 451066
5 - How many FOI/SAR did you receive in 2018? FOI - FOI - 982 and SAR - 7
5.1 - Information Not Held
5.2 - Information Not Held
Freedom of Information