Processing of Documentation within Lincolnshire Fire and Rescue - Find a freedom of information request

1. Who (job title/team) is responsible for processing documents received for the Fire Services? Eg. Business Support in Fire Services

2. How are requests received by your organisation for the Fire Services? Eg. Physical mail, Emails, Online Forms

3. What software applications are used by your organisation to process internal & external documents received for the Fire Services department?

4. What are the top five activities around document processing for the Fire Services? Eg. Incident reports

5. Approximately how many documents were received on a monthly basis from January 2024 to May 2024 for the Fire Services.

6. How are documents for the Fire Services stored or filed for future reference?

7. If applicable, what system/s are integrated with the Fire Services document management software.

8. How are documents for the Fire Services identified for disposal/ deletion?

9. If applicable, what types of documents are not stored electronically for the Fire Services?

10. If applicable, how are documents relating to the Fire Services restricted to the relevant person/s?

1. All teams within Lincolnshire Fire and Rescue are able to receive documents via their own email address.  Documents received via the postal system will generally be processed through Business Support.

2. Email, on-line and post.

3. Microsoft 365.

4. Lincolnshire Fire and Rescue do not record this information.

5. Lincolnshire Fire and Rescue do not record this information.

6. Digitally and through physical records.

7. None.

8. In line with Service Policy (Service Order 55) – Information Handling and Records Management Policy.

9. Historical paper based records are stored off site (Restore).  This relates to those documents which have not reached the disposal date as per the document retention policy.

10. Documents are restricted according to need and in accordance with the Data Protection Act.  For digital documents, restrictions in place through Microsoft 365 access management system.