July 2012

Request:

1. A breakdown of the number of Document Records Management (ECM or EDRMs) solutions across the organisation and the contract providers of the said solutions.
2. For the solutions above, the current annual maintenance payments that the organisation makes to its providers and the renewal date and term for these contracts.
3. Does the organisation have an Enterprise Licence with Microsoft including Sharepoint 2007/10.
4. A copy of the organisations Information Management Strategy / Roadmap for the next 1-3 years.
5. If the organisation has an Information Management project, what are the current timescales?
6. If the organisation has entered into a managed service agreement for ICT and related services; the name of the current supplier and the date when the current agreement ends.

Outcome:

Successful

Response:

I am pleased to be able to inform you that we are able to provide you with most of the information which you are looking for. However, a small amount of this information is covered by section 43(2) of the Freedom of Information Act 2000.  This exempts information if its disclosure under the Act would, or would be likely to prejudice the commercial interests of any person (including the public authority holding it). It has been decided that the balance of the public interest test falls in this occasion in favour of the non-disclosure of the information requested at question (2) of your original enquiry under this exemption.

Please find below a response to your Freedom of Information request. At question (2) the arguments made in favour of, and against, the release of the information requested and the outcome of the public interest test have been provided.

1. The National Archives has one EDRM solution:  Objective, provided by OCL

2. This information is exempt from release under section 43(2) of the Freedom of Information Act 2000.  This exempts information if its disclosure under the Act would, or would be likely to prejudice the commercial interests of any person (including the public authority holding it). It has been decided that the balance of the public interest test falls in this occasion in favour of the non-disclosure of the information requested.

Arguments made in favour of the release of the information requested:
There is a public interest in transparency in the spending of public money, in public money being used effectively and public authorities getting value for money and in procurement processes being conducted in an open and honest way has been considered.

Arguments made against the release of the information requested:
To disclose such information is likely to prejudice third party commercial interests. In addition, it would be likely to prejudice the commercial interests of The National Archives as disclosure of this information would also be likely to make firms unwilling to participate in future exercises, thereby limiting our aim of achieving best value for money.

Outcome of the public interest test:
Whilst there may be a public interest in access to this information, it is considered that in this case it is not in the wider public interest to disclose as there is a risk that The National Archives' bargaining position will be prejudiced and / or commercial organisations may become reluctant to enter into discussions which could undermine our ability to fulfil our role effectively. The same argument may apply as the third parties' commercial interests may be prejudiced, as it is not in the public interest to hinder free and frank negotiations and tender processes generally.

3. We have an Enterprise License Agreement with Microsoft which includes Sharepoint.

4. Please see the link at the bottom of the page for the current Knowledge and Information Management Team (KIM) strategy from June 2012.

5. At present there is no current information management project. We are considering possible future directions for corporate information management but there is no formal project of work on this at this time.


6. We do not have a managed service agreement for EDRM. We have an in-house IT department that manages our ICT services.

Revised KIM strategy June 2012 (PPT, 0.92Mb)

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