Intranet, O365 and Active Directory Services

FOI request reference: F0062504
Publication date: July 2020

Request
1. How many people are employed by your organisation, including full time and part time?
2. What is your current intranet solution? (Sharepoint, WordPress, Invotra, etc)
3. How long have you been using this intranet solution?
4. When is your intranet contract up for renewal?
5. What is your annual intranet budget?
6. Do you share an intranet/IT services with other organisations, if so who?
7. Which team and/or individual(s) are responsible for managing your intranet internally?
8. Are you using the Office 365 suite? If so, which applications from the suite are in use?
9. Which team and/or individual(s) are responsible for your intranet’s procurement within the organisation?
10. Is your Active Directory hosted on-premise, or in the cloud?
11. Could you provide us with a link to your Digital Workplace Strategy?

Outcome
Successful

Response
Unfortunately, we are unable to provide you with some of this information because it is covered by the exemption at section 31 (1) (a) of the FOI Act, which exempts information if disclosure would prejudice the prevention or detection of crime.

Some of the information is also covered by the exemption at section 40(2) of the FOIA. This exempts the release of personal information about a ‘third party’ (someone other than the requester), if revealing it would break the terms of Data Protection Legislation.

For further information about why these exemptions have been applied, please see the explanatory Annex at the end of this letter.

1. How many people are employed by your organisation, including full time and part time?
520
2. What is your current intranet solution? (Sharepoint, WordPress, Invotra, etc)
Information regarding software brands is exempt under section 31 (1) (a) of the FOI Act.
3. How long have you been using this intranet solution?
12 Years.
4. When is your intranet contract up for renewal?
Information regarding specific contract end dates is exempt under section 31 (1) (a) of the FOI Act.  This contract ends in Q1, 2021-2022.
5. What is your annual intranet budget?
£12,000.
6. Do you share an intranet/IT services with other organisations, if so who?
No.
7. Which team and/or individual(s) are responsible for managing your intranet internally?
We are unable to provide you with this information because it would identify a junior member of staff and as such is exempt from release under section 40(2) of the FOI Act. However, at The National Archives we apply the general principle that members of staff at Head of Department level and above are sufficiently senior for their names and/or job titles to already be in the public domain and are therefore not exempt from release.

The Head of Marketing and Communications at The National Archives is Rachael Corver and the Head of IT Operations at The National Archives is Julian Muller.
The National Archives’ full contact options can be found on our website here:  http://apps.nationalarchives.gov.uk/contact/
8. Are you using the Office 365 suite? If so, which applications from the suite are in use?
Information regarding software brands is exempt under section 31 (1) (a) of the FOI Act.
9. Which team and/or individual(s) are responsible for your intranet’s procurement within the organisation?
We are unable to provide you with this information because it would identify a junior member of staff and as such is exempt from release under section 40(2) of the FOI Act. However, at The National Archives we apply the general principle that members of staff at Head of Department level and above are sufficiently senior for their names and/or job titles to already be in the public domain and are therefore not exempt from release.

The Head of IT Operations at The National Archives is Julian Muller.
The National Archives’ full contact options can be found on our website here:  http://apps.nationalarchives.gov.uk/contact/
10. Is your Active Directory hosted on-premise, or in the cloud?
Information relating to brands is exempt under section 31 (1) (a) of the FOI Act.
11. Could you provide us with a link to your Digital Workplace Strategy?

https://www.nationalarchives.gov.uk/about/our-role/plans-policies-performance-and-projects/our-plans/digital-strategy/

EXPLANATORY ANNEX   
Exemptions applied
Section 40(2): Personal Information where the applicant is not the data subject 
Data Protection Legislation prevents personal information from release if it would be unfair or at odds with the reason why it was collected, or where the subject had officially served notice that releasing it would cause them damage or distress.

In this case the exemption applies because this information represents the personal information of a junior member of staff at The National Archives.

Publishing the names and contact details of junior members of staff is considered an unfair use of personal data. Junior members of staff would have no expectation that information about their positions would be made available in the public domain; to do so would be unfair and contravene Art. 5 of the General Data Protection Regulation. As such, the names, positions and contact details of junior officials are withheld under section 40 (2) of the FOI Act.

Further guidance can be found at:

https://ico.org.uk/media/for-organisations/documents/1187/section_40_requests_for_personal_data_about_employees.pdf

Section 31: Law Enforcement
We are unable to provide you with information regarding software brands and specific contract start/end dates 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 is 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 procedure and contracts. 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: https://ico.org.uk/media/for-organisations/dhttp://ico.org.uk/for_organisations/guidance_index/~/media/documents/library/Freedom_of_Information/Detailed_specialist_guides/AWARENESS_GUIDANCE_5_V3_07_03_08.ashxocuments/1207/law-enforcement-foi-section-31.pdf