ICE correspondence

Dear Requester

Request for information - FOI12254

Thank you for your e-mailed letter dated 11th January 2012, requesting:

'Some time ago Ordnance Survey in conjunction with the Institution of Civil Engineers (ICE) produced a map titled 'Engineering the Olympics' for distribution to schools. I shall be grateful if you will please give me copies of the following information regarding this publication:

. Correspondence between Ordnance Survey and the ICE

. Minutes of meetings between Ordnance Survey and ICE

. Notes of contacts between Ordnance Survey and ICE'

I confirm that Ordnance Survey does hold some of the information you have requested. Some of this held information is exempt from disclosure under the FOIA, and this is detailed where applicable.

We have undertaken a search of our customer contact system, our electronic records system and the e-mails accounts of those persons who had involvement with the Engineering the Olympics map, to determine what is held.

Please note, one member of staff who was hugely involved in this project ceased employment with Ordnance Survey in Spring 2011. It is Ordnance Surveys policy that when an employee leaves their e-mail account is disabled. After a brief period (usually no more than two months), any e-mail account information is automatically deleted from our servers, and for this reason we have been unable to search for direct correspondence between this person and the ICE via their e-mail account.

In response to your request I attach to this email, copies of held correspondence between Ordnance Survey and the ICE. Please note that some of the information has been redacted as it falls with the 'Personal Information' exemption under S.40 (2) of the Freedom of Information Act, which provides an absolute exemption as the release of this information would breach one of the data protection principles.

In addition, personal information has been redacted as there is also an expectation that staff working for Ordnance Survey and those organisations with whom we collaborate will not have their personal details made available - unless this information is already in the public domain.

We do not hold any meeting minutes, although some e-mails we attach do refer to meetings which have taken place.

With regard to contacts, we take this to be: names, addresses, telephone numbers and e-mail addresses of those persons involved with this project. Once again we are unable to provide this information as it constitutes 'Personal Information' and is exemption under S.40 (2) of the FOIA.

Your enquiry has been processed according to the Freedom of Information Act (FOIA) 2000. As all the held requested information has been provided or has been withheld in accordance with an absolute exemption, we have determined that in all the circumstances of this case the Public interest consideration (section 17 FOIA) is not applicable in this instance.

If you are unhappy with our response, you may raise an appeal to our Appeals Officer at:

FOI Appeals Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
SOUTHAMPTON
SO16 0AS

Please include the reference number above. The Appeals Officer will ensure that the process has been followed correctly, questioning any decisions taken regarding the original response and recommending disclosure of additional information if appropriate.

Thank you for your enquiry.