See answers to previous information requests

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

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

b) What volumes are the team scanning on a daily / weekly / monthly / annual basis?
Daily: 57 files
Weekly: 283 files
Monthly: 1,219 files
Yearly: 14,631 files

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

d) What hardware & software is used by the team?
Fujitsu FI-7800 and FI-7700, NEC DM.

e) Is the hardware leased, rented or was it purchased outright?
Digital Solutions equipment and office MFDs are part of Managed print service.

f) Who is responsible within the organisation for the procurement of hardware and software? Please supply contact details.
Digital Solutions manages contract for MFDs and scanning service scanners – Digitalsolutions@wokingham.gov.uk

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?
Not applicable.

3. Does the Council have on-site facilities to store paper records?
Digital solutions have locked storage in one central location relative to our work. Services will also have secure cabinets in their department which can be used for paper storage as well.

4. Does the Council have contract(s) for off-site storage?
a) If so, who is the contract with?
Yes, Iron Mountain.

b) Does the contract include scan on demand or digitising services?
No.

c) If so, what volumes of pages / images are scanned daily/weekly/monthly/annually?
Not applicable.

d) What is the annual cost for outsourced scanning – either on-demand or scheduled?
Not applicable.

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

a) If so, what hardware and software is used to manage this?
MFDs with Safe Q software.

b) Are volumes captured? If so, what are they?
Digital Solutions scan on average 43,300 pages per month.

c) What types of documents are scanned?
Anything required for business purposes.

6. Who is responsible for records / document management programmes/systems? Please provide contact details
Glynn Davies. CustomerService@wokingham.gov.uk

7. Who manages the contract(s) relationships with hardware providers and outsourced storage or scanning providers? Please provide contact details
Digital Solutions manages contract for MFDs –digitalsolutions@wokingham.gov.uk