TNA’s Intranet Solution

FOI request reference: F0059948
Publication date: November 2019

Outcome

Successful

 

Request & Response

1) How many employees are working for your organisation, including full-time, part-time, and contracted staff?

532 Full and Part-time, which equates to 504.61?FTE?
30 Contracted Staff

2) What is your annual intranet budget?

£8,886

3) What is your current intranet solution? (e.g. Invotra, Sharepoint, Kahootz, Umbraco)
Information regarding hardware and software brands is exempt under section 31 (1) (a) of the FOI Act. For further information about why this exemption has been applied, please see the explanatory annex at the end of this response
4) How long have you been using this solution, and when does your contract expire?
We do not hold information on the length of time we have been using the solution.
The contract expires in Qtr 1 FY 2020-2021
Information regarding specific start and end dates is exempt under section 31 (1) (a) of the FOI Act.

5) Do you work with an external partner to supply your intranet? If not, do you develop your intranet internally?

No, we do not work with an external partner and we develop our intranet internally.

6) Which team/individual is responsible for managing your intranet internally?

We are unable to provide you with this information because it would identify junior members 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. For further information about why this exemption has been applied, please see the explanatory annex at the end of this response

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: https://www.nationalarchives.gov.uk/contact-us/

7) Which other organisations have access to your intranet?

None.

8) Do you share IT services with other organisations?

No.

9) Are you using the Office 365 suite? If so, which applications from the suite are in use?
Information regarding hardware and software brands is exempt under section 31 (1) (a) of the FOI Act.

10) Who is responsible for your intranet’s procurement within the organisation?

We are unable to provide you with this information because it would identify junior members 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: https://www.nationalarchives.gov.uk/contact-us/

11) Do you use Microsoft’s Active Directory to manage your people data? If so, is your Active Directory (AD) managed on-premise or in the cloud?
Information regarding hardware and software brands is exempt under section 31 (1) (a) of the FOI Act.

12) Do you use any other Software as a Service (SaaS) applications? (e.g. Atlassian/Jira, Slack, Trello, Xero)
Information regarding hardware and software brands is exempt under section 31 (1) (a) of the FOI Act.

 

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

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 junior members 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:
http://ico.org.uk/for_organisations/guidance_index/~/media/documents/library/Freedom_of_Information/Detailed_specialist_guides/personal-information-section-40-and-regulation-13-foia-and-eir-guidance.pdf