Records and data management systems
Case reference FOI2019/00334
Published 19 June 2019
Request
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? 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 and contact details of the member(s) of staff that would look after the above 3 points.
Response
1, What Document / Records management system/s does the council currently use? Please include the supplier/vendor name, software product name and version number. Microsoft SharePoint. File360 supplied by Hershey Systems.
1.2, What is the current annual cost for the solution? This information is published on the Guildford Borough Council web site - https://www.guildford.gov.uk/article/17284/Council-budgets-and-spending
1.3,What year was the solution first purchased? 2015
1.4 Do you use a separate document management system in any department i.e. HR or Revenues and benefits? Yes, various document management modules have been purchased for line of business systems across the Council.
2, Where are physical records / documents stored? Onsite
2.1 How many physical records are currently being stored either by supplier or by the council. Unknown
2.2 If out sourced with a supplier please provide start/end date and spend for 2018. N/A
2.3 If managed in-house how much does the council spend annually on physical storage of records? Including any building and staff costs. Unknown, buildings are owned by the Council and no specific staff are employed to manage the storage of records.
3, Is there any agreements or projects in place to digitise paper records? Yes, on a department by department basis.
3.1 If so, is this being done in-house or by a supplier? Supplier
3.2 If by a supplier, please provide details of who and when the contract started. n/a
4, Can you please provide the name and contact details of the member(s) of staff that would look after the above 3 points. Darren Spice darren.spice@guildford.gov.uk
Documents
This is Guildford Council's response to a freedom of information (FOI) or environmental information regulations (EIR) request.
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