The National Archives’ Managed Print Service

FOI request reference: F0059781
Publication date: December 2019

Outcome

Successful

 

Request & response

1. Please confirm if you are in contract for a fully outsourced managed print service; does this include Multi-Functional Devices (MFDs) and printers?

We have a Multi-Function Device contract in place, the details of which are published on the Contracts Finder website at https://www.contractsfinder.service.gov.uk/Notice/a7020508-27d3-4b52-ab91-b836db10b701

2. Please confirm date from and date to of contract awarded and what extensions if any.

The contract details are published at https://www.contractsfinder.service.gov.uk/Notice/a7020508-27d3-4b52-ab91-b836db10b701

3. Please confirm who the contract was awarded to.

The contract details are published at https://www.contractsfinder.service.gov.uk/Notice/a7020508-27d3-4b52-ab91-b836db10b701

4. Please confirm the name or job role of the employee that is responsible for the management of the printer estate for your organisation.

The National Archives’ contracts are overseen by Darren Austin, Head of Procurement, Project Delivery & Contract Management.

5. Please confirm the current Service Level Agreements (SLA’s) in place and whether these SLA’s have been met over the last 12 months.

The contract is let under the terms of the Crown Commercial Service Framework RM3781 (Lot 2).

6. Please confirm if you intend to go out to tender next time or call off an existing framework. If so, which one?

Information not recorded.

7. How many MFDs do you have?

Our MFD contract caters for 18 devices.

8. What is the annual spend on MFDs including lease costs, consumables, costs per click and service charges?

The contract details are published at https://www.contractsfinder.service.gov.uk/Notice/a7020508-27d3-4b52-ab91-b836db10b701

9. How many printers do you have?

We have no desktop printers.

10. What is the annual spend on printers including lease costs, consumables, costs per click and service charges?

We have no desktop printers

11. What is the annual spend on toners outside of any contract that is in place with a 3rd party?

None.

12. Please confirm the annual volumes of mono and colour prints.

Print volumes are not recorded in the MFD contract specified.

13. How much time a month does the IT team spend on printer queries from end users?

The IT team does not provide printer support.

14. Do you have any mobile print capabilities?

No

15. Do you have any secure print capabilities?

Yes

16. How many locations do you have?

One

17. Is there a Digital Transformation strategy in place and if so who is responsible for this?
Our digital strategy is published here: https://www.nationalarchives.gov.uk/about/our-role/plans-policies-performance-and-projects/our-plans/digital-strategy/ Our Digital Director is John Sheridan.

18. What print management software do you use across the organisation?

Information regarding hardware and software brands is exempt under section 31 (1) (a) of the FOI Act. For more information on the application of this exemption please see the explanatory annex at the end of this response.

19. What remote monitoring software do you use across the organisation?

Information regarding hardware and software brands is exempt under section 31 (1) (a) of the FOI Act.

20. What are the current mailing processes? E.g. franking etc?

We have a postal services contract with Royal Mail, the details of which are published here: https://www.contractsfinder.service.gov.uk/Notice/61d3dde8-c973-44d4-ae02-4e250da1fa82

 

EXPLANATORY ANNEX

Exemptions applied

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/documents/1207/law-enforcement-foi-section-31.pdf