On site scanning team for paper records - Find a freedom of information request

1. Does the council have a dedicated on-site scanning team for paper records?

a. If so, how many FTE are within the team?

b. What volumes are the team scanning on a daily/weekly/monthly/annual basis?

c. Are the team scanning legacy records or day forward, or both?

d. What hardware & software is used by the team?

e. Is the hardware leased, rented or was it purchased outright?

f. Who is responsible within the council for the procurement of hardware and software? Please supply contact details.

2. If the council does not have a dedicated on-site scanning team, is there a contract for outsourced document scanning provisions?

a. If so, who is this contract with?

b. What is the value of the contract?

c. When is the contract due for renewal?

3. Does the council have on-site facilities to store paper records?

4. Does the council have contract(s) for off-site storage?

a. If so, who is the contract with?

b. Does the contract include scan on demand or digitising services?

c. If so, what volumes of pages / images are scanned daily/weekly/monthly/annually?

d. What is the annual cost for outsourced scanning - either on-demand or scheduled?

5. Are there departments within the council that scan their own documents locally?

a. If so, what hardware and software is used to manage this?

b. Are volumes captured? If so, what are they?

c. What types of documents are scanned?

6. Who in the council is responsible for records / document management programmes/systems? Please provide contact details

7. Who in the council manages the contract(s) relationships with hardware providers and outsourced storage or scanning providers? Please provide contact details

1. Yes, there is a scanning function within Lincolnshire County Council (LCC).

a. One full time employee.

b. Not able to give specific as it varies from day to day but scanning takes place on a daily basis.

c. Both.

d. Contex IQ Quattro 4450 CIS and Kodak i3200 Scanner is currently used.

e. Purchased outright.

f. Serco.

2. Please see above.

3. Yes.

4. Yes.

a. Restore

b. No

c. Not applicable.

d. Not applicable.

5. Yes, departments within the council scan their own documents locally.

a. For print and post Konica is used and scan using the machine with PDF or the Foxit PDF software being used when received to the computer system.

b. LCC does not records this information.

c. Various types of documents can be scanned locally. For example, letters, reports and case notes for service users.

6. Corporate responsibility for Records Management is: Paula Jervis-Chaddock recordsmanagement@lincolnshire.gov.uk Systems and programs are held by individual departments and IMT.

7. Information management technology (IMT) department or the Business Support Team (Fiona Cowan).