Road series withdrawal

Dear Requester

Request for information FOI12303

Thank you for your e-mail of 2nd July 2012, requesting:

˜I was wondering if it is possible for me to access the key elements that led to this decision: sales figures, costs, discussion records etc. I would like to see what the motivations were behind the thinking and if any consideration was given to the way that users used this [OS Travel Map - Road] series of maps'.

I confirm Ordnance Survey does hold some of the information you have requested. Where the information has been withheld under an exemption according to the Freedom of Information Act (FOIA) 2000 this is detailed.

As the OS Travel Map - Road Series was withdrawn by Ordnance Survey in 2009 we have conducted a search of our internal electronic records management (ERM) system to determine what information is held. Our ERM system holds two documents related to the withdrawal of the OS Travel Map Road and your request.

The first document is a product withdrawal/retirement plan which was prepared for an internal board in September 2009, to provide the board members with the necessary background to allow them to consider, deliberate and have internal discussions on the position of the OS Travel Map Road product.

The second is an e-mail containing discussions between internal departmental colleagues. The discussions are confirmation of the figures and statistical information subsequently inserted within the internal paper.

As both documents contain a variety of commercial statistics, product information and facts which relate to our commercial position, they are exempt from disclosure under two exemptions.

The first applicable exemption is section 43 (2) of the FOIA, Commercial Interests, as the release of this information would prejudice the commercial interests of Ordnance Survey.

The information may now appear historical, however, Ordnance Survey has recently revised its licence terms to reflect our ongoing commitment to fair and open competition.

As a result of this, it would not at this time be in the commercial interest of Ordnance Survey to allow potential competitors to have knowledge of the information within these documents, which has taken considerable skill, knowledge, experience and expertise to collate.

The release of such information would provide our competitors with an unfair advantage, which should they use in conjunction with the revised licence model, adversely affect the market presence of Ordnance Survey products and prejudice Ordnance Surveys position within the market place now and in the future, harming our commercial interests.

We also consider Section 36 (2) (b) and (c) Prejudice to the effective conduct of public affairs applies.

The release of the information, prepared for the purposes of internal deliberation, would be likely to inhibit the free and frank exchange of views for the purposes of discussion around viability of future products. Without such discussions our ability to deliver successful business outcomes would be undermined.

Public Interest Test
Section 43 (2) and Section 36 (2) (b) and (c) of the FOIA are both qualified exemptions and we are required to consider the public interest in both cases.

Section 43 (2)
We are aware there is a general public interest for the disclosure of information regarding: accountability, transparency of decisions and the decision making process, but this has to be balanced against the factors allowing organisations to be able to conduct their business fairly and with integrity.

We have also considered the factors against disclosure such as: Ordnance Survey operating in a commercial environment, the narrow market in which we compete, the change of our licence model to enhance our fair trading compliance, and not least the adverse impact the release of this information would create if it were available to our competitors - given the current increased market of alternate products and market share positions.

We have determined there is greater public interest in ensuring businesses are not damaged or undermined by the disclosure of information which is not common knowledge, and which could adversely impact from a commercial perspective. We have also given thought to the necessity for Ordnance Survey to compete fairly and not provide an unfair commercial advantage to others.

Section 36 (2) (b) and (c)
Section 36 requires us to consult the qualified person to engage the exemption. Following, it is the opinion of the qualified person that detailed public knowledge of the contents of these documents, which were created for the purpose of internal discussion and deliberation, would inhibit the provision of free and frank advice for the purpose of deliberation. This would limit the ability for Ordnance Survey to effectively conduct its own public affairs.

The qualified person is satisfied there is public interest in favour of withholding information which could affect the smooth running of any business where it would be less likely for people to engage in discussions as part of a deliberative process, less likely decisions will be taken collectively and where it would make it difficult for departments to act collaboratively and cohesively.

Subsequently, we have determined the greatest public interest lies in favour of withholding the information you have requested; and we will not be releasing this information to you.

Section 16 Advice and Assistance
Under our requirement to provide Advice and Assistance (Section 16 of the FOIA) we point out that the revenue for the OS Travel Map - Road was in sharp decline (prior to withdrawal) and this was expected to accelerate because of the mass adoption by the market of alternatives.

The effect of this was evident in the market sizing statistics at the time, which showed an 11% drop in the folded road and travel maps market and a 20% drop in the road atlas market.

Road atlases generally cover the whole country whereas the Great Britain series of OS Travel Map - Road consisted of 8 maps, so were not competitive in comparison.

It may be of interest to note that on the 1st April 2010 we launched OS OpenData which includes the digital equivalent of the 1:250 000 scale raster data meaning the whole country could be ordered free of charge by any member of the public. There are no restrictions on its use, so users are free to view or print it privately free of charge.

You can access the OS OpenData at this web link:

http://www.ordnancesurvey.co.uk/oswebsite/products/os-opendata.html

Below is a link regarding the launch of OS OpenData, which details the products being released:

http://www.ordnancesurvey.co.uk/oswebsite/media/news/2010/April/OpenData.html

Internal Review

Your enquiry has been processed according to the Freedom of Information Act (FOIA) 2000. If you are unhappy with our response, you may request an internal review with our FOI Appeals Officer, by contacting them as follows:

FOI Appeals Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS
E-mail:  mailto:foi@ordnancesurvey.co.uk

Please include the reference number above. You may request an internal review where you believe Ordnance Survey has:

• Failed to respond to your request within the time limits (normally 20 working days)
• Failed to tell you whether or not we hold the information
• Failed to provide the information you have requested
• Failed to explain the reasons for refusing a request
• Failed to correctly apply an exemption or exception

The FOI Appeals Officer will not have been involved in the original decision. They will conduct an internal review and will inform you of the outcome of the review normally within 20 working days, but exceptionally within 40 working days, in line with the Information Commissioner's guidance.

The FOI Appeals Officer will either: uphold the original decision, provide additional explanation of the exemption/s applied or release further information, if it is considered appropriate to do so.

Appeal to Information Commissioner's Office (ICO)
If following the outcome of the internal review you remain unhappy with our response, you may raise an appeal with the Information Commissioner's Office at:

The Case Reception Unit
Customer Service Team
The Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire 
SK9 5AF

E-mail: mail@ico.gsi.gov.uk 

Telephone helpline: 0303 123 1113 or 01625 545745 for advice, Monday to Friday 9am to 5pm.

Thank you for your enquiry.