Skip to main content

19043 – Document Recording Systems

< Back

Ref: FOI/19043


I am writing to confirm that the West Midlands Fire Service has now completed its search for the information you requested on 5th April 2019.

Please find below a summary of our findings.


1, What Document / Records management system/s do you currently use? Please include the supplier/vendor name, software product name and version number.
1.2, What is the current annual cost for the solution?
1.3,What year was the solution first purchased?


West Midlands Fire Service currently uses a bespoke document / records management system/s

The annual cost of the bespoke system is £11,000 and was purchased in 2008.


2, Where are archived physical records / documents stored?
2.1 How many physical records are currently being stored either by supplier or by West Midlands Fire.
2.2 If out sourced with a supplier please provide start/end date and spend for 2018.
2.3 If managed in-house how much do you spend annually on physical storage of records? Including any building and staff costs.


  1. Archived physical records / documents are stored on Fire Service premises.

2.1 This information is exempt under section 1 of the Freedom of Information Act 2000 as we do not hold this information. the number of physical archived records being stored is not held

2.2 Not applicable

2.3 This information is exempt under section 1 of the Freedom of Information Act 2000 as we do not hold this information. The amount spent on storage is not calculated as an expenditure item


3, Is there any agreements or projects in place to digitise paper records?
3.1 If so, is this being done in-house or by a supplier?
3.2 If by a supplier, please provide details of who and when the contract started.


There are currently no plans in place to digitise paper records, if paper records are required to be digitised this will be completed in house.


4, Can you please provide the name and contact details of the member(s) of staff that would look after the above 3 points.


With regards for the contact details of the member(s) of staff. West Midlands Fire Service offers a single point of contact for queries and can be contacted on 0845 5000 900. Furthermore, guidance from the Information Commissioner’s Office is as follows:

The presumption is in favour of protecting privacy, so the release of personal information will only be fair if there is a genuine reason to disclose. This involves a three-stage test. A public authority will generally have to satisfy itself that:

  • there is a legitimate interest in disclosure;
  • the legitimate interest can only be met, or fully met, by the disclosure of information which identifies individuals (i.e. the disclosure is necessary to that purpose); and,
  • the disclosure would not involve unwarranted detriment to the individual’s privacy or other rights and legitimate interests.

If you have any queries about this freedom of information request, please contact us.  Please remember to quote the reference number above in any future communications.

For service complaints, issues or comments regarding this request please contact The Public Relations Department, West Midlands Fire Service, 99 Vauxhall Road, Birmingham, B7 4HW

Further information concerning Freedom of Information requests can be found on the Information Commissioner website at either the following link: or at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.