FOI release

FOI2020/00419: Management of Physical Documents

This request was refused in part, so we didn't provide some of the information the requester asked for. This may include information where we can neither confirm nor deny that we hold it.

Case reference FOI2020/00419

Published 2 June 2021

Request

Request Received: 30 November 2020

I am currently researching if any paper documents are currently being archived and would be most grateful if you would provide me, under the Freedom of Information Act, details in respect to the contract below.

The details we require are:

1. Do you currently have any paper documents in storage?

2. If any paper documents are currently being stored, would you consider having your documents securely scanned by a reputable UK secure scanning company?

3. If all of your documents have been securely digitised, do you have any bespoke software to electronically access and manage scanned images?

4. Who is the senior officer/s (outside of procurement) responsible for the management of physical records?

Response

Response Sent: 16 December 2020

I can confirm UK Research and Innovation (UKRI) hold some of the information relevant to your request.

Please see the information below.

1. Do you currently have any paper documents in storage? Yes.

2. If any paper documents are currently being stored, would you consider having your documents securely scanned by a reputable UK secure scanning company? This question is outside the scope of the Freedom of Information Act as you are asking for an opinion, rather than for records held by UKRI.

3. If all of your documents have been securely digitised, do you have any bespoke software to electronically access and manage scanned images? This question is not applicable as not all of our records have been digitised.

4. Who is the senior officer/s (outside of procurement) responsible for the management of physical records?

We are exempting the name of the person or persons responsible for the management of physical records under section 40(2) of the FOIA. Disclosing this information would contravene the first Data Protection Principle as defined under Section 86 of the Data Protection Act 2018 and Article 5 of EU General Data Protection Regulation (GDPR) 2016.

Section 40(2) is an absolute exemption and does not require a public interest test. The records management team can contacted at recordsmanagement@ukri.org.

Documents

This is UK Research and Innovation's response to a freedom of information (FOI) or environmental information regulations (EIR) request.

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