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IT licences

Request for information – FOI14537

Thank you for your email of the 23 March 2016 requesting:

Request

  1. Do you look after your own IT or is it outsourced?
  2. How much did you pay in last financial year for software licences?
  3. How many computers users do you have?
  4. When do you need to renew the contract with Microsoft for software licences? What was the value of your last contract per year?
  5. Do you currently measure software usage versus the number of licences purchased? If so what is used for software usage metering?
  6. Do you use a software asset management tool?
  7. Please also provide details of IT Contracts Managers and any person(s) involved in IT Software procurement.

Our response

I confirm that Ordnance Survey does hold the information you have requested, and the answers are as follows:

  1. I can confirm that Ordnance Survey looks after its own IT.
  2. I can confirm that Ordnance Survey paid £5,400,000 for IS software in the last financial year meaning 1 April 2013–31 March 2014. The cost was for maintenance and new purchases.
  3. I can confirm that Ordnance Survey have 1300 computer users.
  4. I can confirm that Ordnance Survey will need to renew the contract with Microsoft for software licences in November 2006. I can confirm that the value of Ordnance Survey last Microsoft contract cost £300,000 per year.
  5. I can confirm that Ordnance Survey does currently measure software usage versus the number of licences purchased. FlexNet Manager is used for software usage metering.
  6. I can confirm that Ordnance Survey use a software asset management tool which is FlexNet Manager Platform.
  7. I can confirm that we do hold this information however is exempt from disclosure under Section 40 (2) of the FOIA ‘personal information’.

Information relating to the internal contacts of the above contracts is held by Ordnance Survey but is exempt from disclosure under Section 40 (2) of the FOIA ‘personal information’.

We consider this exemption applies because the release of: employees names, personal contact telephone numbers and their own work email addresses constitutes personal data, and is exempt because the release of this information would breach one of the data protection principles, as detailed in Section 40 (3) (a) (i) of the FOIA.

In applying this exemption, we have considered whether disclosure of the personal data in question would be 'fair' (as described in Part II of Schedule 1 to the Data Protection Act). We have also given particular consideration to the likely expectations of the data subject regarding the disclosure of their personal information in this manner.

Under Section 16 of the FOIA ‘the duty to provide advice and assistance’ we can advise of our general Customer Service telephone number: 03456 05 05 05 and our Customer Service email: customerservices@os.uk.

Public interest

When Section 40 (2) of the FOIA is engaged, and where the release of the requested information would breach one of the Data Protection principles, this constitutes an absolute exemption, and no public interest test is required.

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 Internal Review Officer, by contacting them as follows:

FOI Internal Review Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS

Email: foi@os.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 Internal Review Officer will not have been involved in the original decision. They will conduct an independent 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 Internal Review Officer will either: uphold the original decision, provide an 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

Email: mail@ico.gsi.gov.uk

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

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