ICT services at The National Archives

FOI request reference: F0041721
Publication date: April 2015

Request:

Q1. Do you look after your own IT or is it outsourced?
Q2. How much did you pay in last financial year for software licenses?
Q3. How many computers users do you have?
Q4. When do you need to renew the contract with Microsoft for software licenses? What was the value of your last contract per year?
Q5. Do you currently measure software usage versus the number of licenses purchased? If so what is used for software usage metering?
Q6. Do you use a software asset management tool?
Q7. Please also provide details of IT Contracts Managers and any person(s) involved in IT Software procurement.

Outcome:

Partially successful

Response:

Thank you for your enquiry of Monday 23 March, in which you asked for the following information about I.T services at The National Archives. Your request has been handled under the Freedom of Information Act 2000 (FOIA).

I can confirm that The National Archives holds information relevant to your request. We are pleased to be able to provide some of this information to you. We are unable to provide you with some of the information you have requested because it is covered by the exemption at section 40(2) of the FOIA, which 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.

For further information about why this exemption has been applied, please see the explanatory Annex at the end of this letter.

Q1. Do you look after your own IT or is it outsourced?

The National Archives manages its own ICT systems.

Q2. How much did you pay in last financial year for software licenses?

We wrote to you on 31 March 2015 seeking clarification of this part of your request and have to date received no response. If you still wish us to provide a response to this question, please confirm whether it relates solely to Microsoft licenses, or to all software licenses purchased in the last financial year.

Q3. How many computers users do you have?

The National Archives has 600 staff computer users. Visitors to The National Archives can also use public computers in our cyber café and reading rooms.

Q4. When do you need to renew the contract with Microsoft for software licenses? What was the value of your last contract per year?

The National Archives has a Microsoft Enterprise Agreement (via Computacenter) which is ‘settled’ each year depending on license usage. The most recent contract (Enterprise Agreement Year 5) runs from Q2 2014 – Q2 2015 and is paid in advance. The value paid for this contract last August was £170193.68 (including true up )

Q5. Do you currently measure software usage versus the number of licenses purchased? If so what is used for software usage metering?

We do not currently measure software usage versus the number of licenses purchased.

Q6. Do you use a software asset management tool?

Yes. We record asset information in our Service Desk system (Richmond Systems).

Q7. Please also provide details of IT Contracts Managers and any person(s) involved in IT Software procurement.

Unfortunately, we are unable to provide you with some of the information you have requested.

You asked for details of IT Contracts Managers and any person(s) involved in IT Software procurement. 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 FOIA. For further information about why this exemption has been applied, please see the explanatory Annex at the end of this letter.

However, we have applied 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 Acting Head of ICT at The National Archives is Alec Mulinder.

All email addresses at The National Archives take the format:

‘forename.surname@nationalarchives.gsi.gov.uk’

If you wish to contact The National Archives, please use the contact form at the following address:

http://apps.nationalarchives.gov.uk/contact/

If you are dissatisfied with the handling of your request or the decision which has been reached, you have the right to ask for an internal review.  Internal review requests must be submitted within two months of the date of this response and should be addressed to:

Quality Manager

Public Services Development Unit

The National Archives

Kew

Richmond

Surrey

TW9 4DU

complaints@nationalarchives.gov.uk

Please mark your complaint clearly.  You have the right to ask the Information Commissioner (ICO) to investigate any aspect of your complaint.  However, please note that the ICO is likely to expect internal complaints procedures to have been exhausted before beginning his investigation.

Explanatory Annex

Exemptions applied

Section 40(2): Personal Information where the applicant is not the data subject

This exemption has been applied to the names and job titles of junior staff who are not employed in public facing roles.

Section 40 exempts personal information about a ‘third party’ (someone other than the requester), if revealing it would breach the terms of the Data Protection Act (DPA) 1998. The DPA 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. 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 the first data protection principle of the DPA 1998.

In this case the exemption applies because this information represents the personal information of a junior member of staff at The National Archives. We consider the publishing the names of junior members of staff who are not employed in a public facing capacity to be an unfair use of personal data. As such, the names and positions of junior officials are withheld under section 40(2) of the FOIA.

For more information about the publication of junior staff names, please see the following link:

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

For more general information about the section 40 exemption, please see the following link:

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