EIR_24-047 Construction plans of the University and all Asbestos related documentation
Date of response: 20 February 2024
We have now considered your request of 14 February 2024 for the following information:
We write under the above Act and Regulations in order to request the following:-
1. Documents in relation to the construction of the University to include plans and material specifications.
2. All asbestos records held by the University in relation to the whole site from date of construction to date to include the following:
a. asbestos surveys to include air testing results and sampling results
b. correspondence with the Health & Safety Executive to include documents in relation to asbestos
breaches
c. asbestos registers
d. correspondence with asbestos removal contractors
e. Notification provided to employees about asbestos
f. Policy documents showing instructions provided to employees who were known to work in areas
which contained asbestos
g. Letters sent to employees who may have been exposed to asbestos
h. Any other asbestos documents.Please ensure that the records are copied onto A4 and that all records are legible. Given the current circumstances, we would be grateful for all records to be sent in electronic format
Our response:
Unfortunately, on this occasion it is not possible for us to provide you with an electronic copy of all documents relating to the construction of the University, including plans and material specifications, and all Asbestos records held in relation to the whole site from the date of construction to date in electronic format.
To explain our position, all the types of records you are requesting, including those relating to asbestos, and records from the construction of the University in the 1960’s would have been processed and held as hard copies, as there was no electronic system for managing such information. The information described has not been digitised since then and is stored in its original format in a secure antiquated hardcopy archive system.
With regards to later more recent documentation relating to Asbestos, there are large volumes of hard copies and some digital copies of documentation held within storage and in various other locations.
We have investigated the matter by speaking to the Asbestos Manager and our Estates colleagues to investigate whether it would be possible and realistic for us to provide you with all of the requested documents electronically, however, we do not have plans to digitise the paper records, and due to the number of hard copy records we hold, and the period of time and scope of the request, would be unable to so within the time allowed under regulation 12(4)(b) of the Regulations.
Whilst we are unable to provide this information in an electronic format for the reasons outlined, in accordance with regulation 6 of the Environmental Information Regulations we can still assist you with your request by making this archive accessible in its original hard copy form.
We invite you to view the information requested in person, at a convenient time for you.
Should you wish to make an appointment to view our estate archive please contact us at foi@uea.ac.uk and we will arrange a suitable date and time for you to meet with one of our Estates colleagues to view this information.