Request
I would be grateful if you would provide details of your current contract covering reprographics/print arrangements under the Freedom of Information Act 2000 as follows
1. Number of MFDs (Multi-functional devices) & photocopiers at National Archives
2. Name of incumbent
3. Start/end date of contract (if expired, WHEN do you expect to revisit the marketplace)
4. Details of any extension options
5. What framework / Route to market used
6. Number of regular/desktop printers (in addition to above)
7. Is there a support contract on above, if yes please state start/end date
8. Does National Archives have a Print Room
9. If yes, name of supplier, number of devices and start/end date of contract, also details of any extension options
10. Total annual print/copy volumes including, if applicable your Print Room, for (a) mono (b) colour
11. What Print software does National Archives run
12. Your total annual spend on print
13. Name of person responsible for print at National Archives
Outcome
Some information provided.
Response
1. Number of MFDs (Multi-functional devices) & photocopiers at National Archives
The National Archives has 25 MFD devices.
2. Name of incumbent
This information is exempt under Section 31(1)(a) of the FOI Act.
3. Start/end date of contract (if expired, WHEN do you expect to revisit the marketplace)
CCS Contract started 2017, expired 31 March 2022. Our contract reference is CM904. Suggested Jan 2025.
4. Details of any extension options
We continued with our incumbent [name withheld under Section 31(1)(a) of the FOI Act] after contract expiry on the same rates.
5. What framework / Route to market used
Crown Commercial Services.
6. Number of regular/desktop printers (in addition to above)
Limited to plotters for large document printing and scanning, of which we have 2.
7. Is there a support contract on above, if yes please state start/end date
Rolling annual support.
8. Does National Archives have a Print Room
The National Archives does not have a print room. We use our TFM partner to print and bind occasional documents using The National Archives fleet.
9. If yes, name of supplier, number of devices and start/end date of contract, also details of any extension options
See previous answers.
10. Total annual print/copy volumes including, if applicable your Print Room, for (a) mono (b) colour
Copy volumes are 106,470 comprising of 49243 B/W and 57,227 colour.
11. What Print software does National Archives run
This information is exempt under Section 31(1)(a) of the FOI Act.
12. Your total annual spend on print
£26,512.
13. Name of person responsible for print at National Archives
Mark Newman.
Explanatory annexe
Exemptions applied
Section 31: Law Enforcement
We are unable to provide you with information regarding hardware and software brands because this information is exempt from disclosure under section 31(1) (a) of the FOI Act. Section 31(1) (a) exempts information if its disclosure would or would be likely to prejudice the prevention or detection of crime.
Section 31 is a qualified exemption and we are required to conduct a public interest test when applying any qualified exemption. This means that after it has been decided that the exemption is engaged, the public interest in releasing the information must be considered. If the public interest in disclosing the information outweighs the public interest in withholding it then the exemption does not apply and the information must be released. In the FOI Act there is a presumption that information should be released unless there are compelling reasons to withhold it.
The public interest has now been concluded and the balance of the public interest has been found to fall in favour of withholding information covered by the section 31(1)(a) exemption. Considerations in favour of the release of the information included the principle that there is a public interest in transparency and accountability in disclosing information about government cyber security. However, release of this information would make The National Archives more vulnerable to crime. The crime in question here would be a malicious attack on The National Archives’ computer systems. As such release of this information would be seen to prejudice the prevention or detection of crime by making The National Archives’ computer system more vulnerable to hacking. There is an overwhelming public interest in keeping government computer systems secure which would be served by non-disclosure. This would outweigh any benefits of release. It has therefore been decided that the balance of the public interest lies clearly in favour of withholding the material on this occasion.
Further guidance on section 31 can be found here: Law enforcement – section 31 | ICO