SCRUTINY REMIT: Hertfordshire County Council Postal and Document Management Services

Agenda Item No 3 Scoping Document SCRUTINY REMIT: Hertfordshire County Council Postal and Document Management Services Post and Document Management Services Topic Group

OBJECTIVE: To review progress on the operational review of the County Council document management and postal management services including information on Benchmarking the County Postal Services with similar public and private services, including a detailed examination of comparative, services levels, volumes and costs. Use of technology to streamline services and reduce costs. Scanning trial and the technology in use for electronic document Management. To consider whether the County Council postal and document management services provide an efficient and cost-effective service.

QUESTIONS TO BE ADDRESSED: What conclusions can be drawn from the operational review of existing services?

What conclusion can be drawn from the benchmarking of services against similar private and public sector services, in relation to service levels, volume and cost of document management?

What technology is in use for streamlining services and reducing costs?

What technology is available to further improve the efficiency of the postal and document management services?

Overall does the County council Postal and document management services provide an efficient and cost effective service?

OUTCOME: For Members to be satisfied that the County Council provide an efficient and cost effective service when compared to other organisations, which embraces new technology and is in a position to react to changes in the market place.

CONSTRAINTS: The service only as they apply to postal and document management relating the Hertford, Stevenage and Apsley campuses and the courier service.

1 EVIDENCE & EYE WITNESSES

Julia Draycon – lead on Administration Review Tony May – Document Manager

METHOD: One Off Scrutiny DATE: 12 November 2009

MEMBERSHIP:

Phil Bibby, Rose Cheswright, Geoff Churchard, Leanda Newlyn & Eddie Roach

SUPPORT:

Scrutiny Officer: Tom Hawkyard, Head of Scrutiny Lead Officers: Chris Hinge, Head of Facilities and Operations Democratic Services Officer: Adrian Service

HCC CHALLENGES: how this item helps deliver the Challenges 1. Helping people feel safe & secure 2. Maximising opportunities for children and young people 3. Supporting the independence of the growing number of older people 4. Tackling the causes and impact of congestion 5. Dealing with worn out roads and pavements 6. Reducing the impact of new development on the environment 7. Maximising efficiency savings

CfPS OBJECTIVES – how the item delivers these objectives  Provides a critical friend challenge to executive policy makers and decision makers  Enables the voice and concerns of the public  Is carried out independent minded governors who lead and own the scrutiny role  Drives improvement in public services