FOI Disclosure Log

Customer Request Details

26 May 2021

I’d like to request the following information please: 

 

  1. Do you currently use any form of electronic signing tool? 

 

  1. If yes, who is your current provider? When does the contract expire? How much does it cost per year? How many licences (users or transactions) do you have? 

 

  1. How many documents do you send for signature / approval annually? What % are printed? 

 

  1. Are your signing processes primarily paper-based? 

 

  1. What is your current annual spend on paper, postage and document storage? 

 

  1. Do you currently have any active projects or initiatives aimed at reducing the amount of paper-based processes? 

 

  1. If so, who is leading it? 

 

  1. How much employee time is it taking to create, send, chase and store documents that require signature? 

 

  1. How many employees do you have? 

 

  1. What percentage of employees work remotely?

 

  1. Can you provide names and contact details for the following people within your organisation? 
  1. CIO / IT Director 
  1. Head of IT 
  1. Head of Digital Transformation 
  1. Head of Housing Operations 
  1. Head of Legal 
  1. Head of HR 
  1. Head of Legal Services 

 

  1. Do you currently use any of the following Microsoft applications? 
  1. O365 
  1. SharePoint 
  1. Teams 
  1. Dynamics 
  1. Power Automate 

 

  1. Do you use any Adobe products? If yes, which ones? 

 

  1. What primary software systems do you use? (Deployed Systems, Product Name, Vendor, Version, Contract end date & Number of licenses) 
  1. Human Resources 
  1. Patient related 
  1. Legal Services 
  1. Email and Collaboration 


East Herts Council Response

22 June 2021

Thank you for your request for information, this has now been processed and the information that we hold is enclosed.

I’d like to request the following information please: 

 

  1. Do you currently use any form of electronic signing tool? 

This relates to information Technology which is provided by Stevenage Borough Council as part of a shared services agreement requests should be made to them here:

 

[email protected]

 Further contact details are: https://eforms.stevenage.gov.uk/ufs/ufsmain?formid=FREEDOM_OF_INFO_REQUEST

Or in writing to:

Legal Services
Stevenage Borough Council,
Daneshill House
Danestrete
Stevenage
Herts
SG1 1HN

  1. If yes, who is your current provider? When does the contract expire? How much does it cost per year? How many licences (users or transactions) do you have? 

 See response to Q1

  1. How many documents do you send for signature / approval annually? What % are printed? 

 This figure is not recorded we hold no data in this regard

  1. Are your signing processes primarily paper-based? 

 See above there is a mix of digital and paper signing but the percentages are not recorded we hold no data in this regard

  1. What is your current annual spend on paper, postage and document storage? 

 All council spending is available here https://www.eastherts.gov.uk/about-east-herts-0/council-spending-reports-2021 with links to previous spending

  1. Do you currently have any active projects or initiatives aimed at reducing the amount of paper-based processes? 

 Projects for digitising current paper based work would be under the IT remit see our response to Q1

  1. If so, who is leading it? 

 N/A

  1. How much employee time is it taking to create, send, chase and store documents that require signature? 

 We do not record the amount of time spent in this manner and hold no data in this regard

  1. How many employees do you have? On the 1 June 2021 we employed 331 members of staff 

 

  1. What percentage of employees work remotely?

 63 are permanent home workers so just over 19% although this fluctuates with the ongoing situation regarding covid this figure is those who have permanant home work as their contract

  1. Can you provide names and contact details for the following people within your organisation? 
  1. CIO / IT Director  We do not have this position at Eastherts
  1. Head of IT We do not have this position at Eastherts
  1. Head of Digital Transformation We do not have this position at Eastherts
  1. Head of Housing Operations Jonathan Geall [email protected]
  1. Head of Legal James Ellis [email protected]
  1. Head of HR Simon O"Hear simono"[email protected]
  1. Head of Legal Services Same as for 5

 

  1. Do you currently use any of the following Microsoft applications? 
  1. O365 
  1. SharePoint 
  1. Teams 
  1. Dynamics 
  1. Power Automate 

 See response to Q1

  1. Do you use any Adobe products? If yes, which ones? 

 See response to Q1

  1. What primary software systems do you use? (Deployed Systems, Product Name, Vendor, Version, Contract end date & Number of licenses) 
  1. Human Resources 
  1. Patient related 
  1. Legal Services 
  1. Email and Collaboration 

See response to Q1

 

It should be noted that in general Eastherts do not respont to unsolicited offers of goods or services

 

 

If you have any queries or complaint about the processing of your request please do not hesitate to contact me.

For re-use of information and conditions on the use of personal data  please see

https://www.eastherts.gov.uk/about-east-herts-0/information-requests/re-use-council-information

Alternatively for more information on the Freedom of Information Act contact the Information Commissioner at:

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone 0303 123 1113

https://ico.org.uk/

 

It is important that you include the above FOI reference number on all correspondence related to this request.

 

Thank you for your request.