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Foi Logging

Requested on
Fri 1st April, 2011
Reference
FOI 1249
Resolution
Information provided

Question

1. Please explain how you log all freedom of information requests (i.e. are they held in a central database, department database or paper records?)
2. Are paper based requests (letters) logged in the same way as emails?
3. If you use a computer system to record your freedom of information requests please can you provide the system name as well as the company which produced it?
4. If you use a computer system to record your freedom of information request please can you provide me with the cost of the system (capital cost and monthly/yearly revenue cost?)

Answer

FOI requests are all logged on an Excel spreadsheet.  All requests are electronically stored (paper based requests are scanned to PDF) under their unique id number and kept in the departmental area on the Council's SharePoint intranet site.   We do not use any other third party computer system, so do not incur any charges.  
We are currently looking at developing our website content management system to produce a disclosure log.

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