Disclosure Log

Use this part of the site to view the Authorities disclosure log Database.

Question

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?

Answer

1, Northgate Information@Work v 5.10. 1.2, Approx £23k (part of a larger contract). 1.3, 2008 1.4 There is a separate document management system built into the new Housing software 1.5 There are no plans on procuring a new Revenues and Benefits system in the near future as we only signed the Northgate contract last year for a period of 5 years 2, Archive in council owned building. 2.1 8000 boxes approx. 2.2 n/a 2.3 We do not record this as it is relatively low maintenance. It is one room in a Council owned building that is managed by staff in adjacent room and this takes up only a small percentage of their time. 3, Merthyr Tydfil County Borough Council has a corporate aim to be digital regarding records, there is an agreement that each team will aim to achieve this where possible. 3.1 This delivery is done in-house. 3.2 N/A. 4, Andrew Mogford – Head of Corporate Services – Customer.Care@merthyr.gov.uk – 01685 725000 Richard Evans – Head of IT – ICT.Department@merthyr.gov.uk – 01685 725000 Mike Parry – Head of Revenues and Benefits – Revenues@merthyr.gov.uk – 01685 725000 5, FOI – 888 SAR – 41 5.1 No 5.2 No