Request
I would like to request the following information please:
The number of physical records and dummy cards sent to TNA from the Cabinet Office for release each year from 2014 to 2024. Focus on PREM records and CAB Volume records only.
I.e. 2014 – 400 physical PREM records, 200 dummy cards. 80 physical CAB volumes and 20 Dummy cards.
2015 – 350 physical PREM records, 120 dummy cards. 90 physical CAB volumes and 15 Dummy cards.
If dummy card figures are unavailable then actual file numbers will be fine.
Outcome
Information withheld.
Response
Whilst The National Archives holds information in relation to this FOI request, The National Archives does not conduct separate calculations as to the number of physical files and dummy cards transferred. The information The National Archives holds is dispersed across many documents and recorded at piece level, therefore, answering this FOI request would be cost prohibited.
However, ascertaining the quantity of files released per year can be publicly ascertained via Discovery, The National Archives’ online catalogue and via The National Archives Annual Report.
Using the advanced search on Discovery, it is possible to identify the CAB and PREM records which have been opened on an annual basis. To access these results, please follow these instructions:
1. Go to the advanced search
2. Within the advanced search, enter ‘CAB’ and ‘PREM’ into ‘Search for or within references’
3. Select ‘Search The National Archives’ into ‘Held by’
4. Insert the specific date range into ‘Record opening date > Within a date range’
5. Click ‘Search’
Alternatively, a summary of the CAB and PREM files released per financial year can be obtained via the published Keeper’s Report, which accompanies the Annual Report. For the records released by The National Archives during 2022-2023, please see Keeper’s Report 2022-2023. To note, this will include all files, regardless of whether they have been transferred or retained by the Department.
Previous years can be accessed through the Government Web Archive:
Keeper’s Report 2021-2022
Keeper’s Report 2020-2021
Keeper’s Report 2019-2020
Keeper’s Report 2018-2019
Keeper’s Report 2017-2018
Keeper’s Report 2016-2017
Keeper’s Report 2015-2016
Keeper’s Report 2014-2015
Keeper’s Report 2013-2014
If you are not able to find the information you are seeking via these methods, and still wish to proceed with an FOI request, you may like to consider making a refined request. As part of a refined request, you may wish to narrow down your request to a specific year. Alternatively, you may wish to refine ‘sent to’ to ‘transferred’, as this has a more specific meaning. You may also wish to refine a further request by requesting information on either CAB or PREM records only or choose not to request information relating to dummy cards. Please be aware that we are not able to guarantee that any refined requests would fall within the cost limit.
Explanatory annexe
Exemptions applied
Section 12: Exemption where cost of compliance exceeds appropriate limit
Section 12 of the Freedom of Information Act 2000 (FOIA) makes provision for public authorities to refuse requests for information where the cost of dealing with them would exceed an appropriate limit, which for central government departments like The National Archives, is set at £600. This represents the estimated cost of one person spending just over twenty four working hours determining whether the department holds the information, as well as locating, retrieving and extracting the information.
You may wish to consider refining your request. However, please note that we are unable to guarantee that any refined requests would fall within the cost limit.
Further guidance on the application of this exemption can be found at: Section 12 – Requests where the cost of compliance exceeds the appropriate limit | ICO