Fixed-telecommunications and internet services at The National Archives

FOI request reference: F0053951
Publication date: September 2018

Request

Contract 1

1. Current Lines (Analogue, ISDN VOIP, SIP etc) Provider – Please can you provide me with the name of the supplier for the contract.
British Telecom

2. Fixed Line- Contract Renewal Date- please provide day, month and year (month and year are also acceptable). If this is a rolling contract please provide me with the rolling date of the contract. If there is more than one supplier please split the renewal dates up into however many suppliers
Rolling contract – end of each calendar month

3. Fixed Line- Contract Duration- the number of years the contract is for each provider
Rolling contract

4. Type of Lines- Please can you split the type of lines per each supplier? PTSN, Analogue, SIP
Public Switched Telephone Network (PSTN) – 8
ISDN – 1

5. Number of Lines – Please can you split the number of lines per each supplier? SIP trunks, PSN Lines, Analogue Lines
See answer above

Contract 2

6. Minutes/Landline Provider- Supplier’s name (NOT Mobiles) if there is no information available please can you provide further insight into why?
British Telecom
8×8

7. Minutes/Landline Contract Renewal Date – please provide day, month and year (month and year is also acceptable). If this is a rolling contract please provide me with the rolling date of the contract.
Rolling contract – end of each calendar month
Qtr 3 2019-2020

8. Minutes Landline Monthly Spend – Monthly average spend. An estimate or average is acceptable.
British Telecom – £55
8×8 – £8,000 for Qtr 3 2019-2020

9. Minute’s Landlines Contract Duration: the number of years the contract is with the supplier.
British Telecom – Rolling
8×8 – 3 years

10. Number of Extensions- Please state the number of telephone extensions the organisation currently has. An estimate or average is acceptable.
British Telecom – 5
8×8 – 605

Contract 3

11. Fixed Broadband Provider – Please can you provide me with the name of the supplier for the contract
British Telecom

12. Fixed Broadband Renewal Date – please provide day, month and year (month and year is also acceptable). If this is a rolling contract please provide me with the rolling date of the contract. If there is more than one supplier please split the renewal dates up into however many suppliers
Rolling contract – end of each calendar month

13. Fixed Broadband Annual Average Spend – Annual average spend for each broadband provider. An estimate or average is acceptable.
£1,350

Contract 4

14. WAN Provider – please provide me with the main supplier(s) if there is no information available please can you provide further insight into why?
AdEPT Telecom plc
Vodafone
Exponential-e

15. WAN Contract Renewal Date- please provide day, month and year (month and year are also acceptable). If this is a rolling contract please provide me with the rolling date of the contract. If there is more than one supplier please provide me with the renewal date for each supplier.
AdEPT Telecom plc – Q4 2019-2020
Vodafone – Q4 2018-2019
Exponential-e – Q1 2021-2022

16. Contract Description: Please can you provide me with a brief description of the contract
Adept Telecon plc. – Main WAN service with failover
Vodafone – PSN/GCF
Exponential-e – WAN Service with failover

17. Number of sites: Pleas state the number of sites the WAN covers. Approx.will do.
AdEPT Telecom plc – 1
Vodafone – 1
Exponential-e – 1

18. WAN Annual Average Spend- Annual average spend for each WAN provider. An estimate or average is acceptable.
AdEPT Telecom plc – £22,500
Vodafone – £60,000
Exponential-e – £12,000

19. If the above WAN contract is not in relation to N3/HSCN can you please provide me with details on when the Trust is planning to migrate to the HSCN contract.
n/a

20. Internal Contact: please can you send me there full contact details including contact number and email and job title for all the contract above.
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 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. (please see explanatory annex)

Outcome

Successful

Response

Your request has been handled under the Freedom of Information (FOI) Act 2000. The FOI Act gives you the right to know whether we hold the information you want and to have it communicated to you, subject to any exemptions which may apply.

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. The responses have been supplied after each question in the request.

We are unable to provide you with some of the information you have requested because it is covered by the exemptions at sections 31(1) (a) and 40(2) of the FOI Act.

Section 31(1) (a) exempts information if its disclosure under this Act would, or would be likely to, prejudice the prevention or detection of crime.

Section 40 exempts personal information about a ‘third party’ (someone other than the requester), if revealing it would break the terms of Data Protection Legislation. 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. Personal information must be processed lawfully, fairly and in a transparent manner as set out by Art. 5 of the General Data Protection Regulation (GDPR).

For further information about why these exemptions have been applied, please see the explanatory Annex at the end of this letter.

EXPLANATORY ANNEX

Exemptions applied

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

We are unable to provide you with the full contact details of the person responsible for our mobile and fixed line telephony contracts because release of this information would identify a junior member of staff, as such this information is exempt from release under section 40 (2) (Personal Data) of the FOI Act.

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, as such their information is not considered exempt under section 40(2).

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

Section 40 exempts personal information about a ‘third party’ (someone other than the requester), if revealing it would break the terms of Data Protection Legislation. 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. Personal information must be processed lawfully, fairly and in a transparent manner as set out by Art. 5 of the General Data Protection Regulation (GDPR).

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.

Section 31: Law Enforcement

We are unable to provide you with information regarding specific contract 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.