Our Ref:         FOI-2299-1920

Thank you for your request received on 1 November 2019 asking for correspondence between TfL and the London Borough of Hammersmith & Fulham (LBHF) regarding Hammersmith Bridge.
 
Your request has been considered in accordance with the requirements of the Freedom of Information (FOI) Act and our information access policy. I can confirm we do hold the information you require.
 
Unfortunately, to provide the information you have requested would exceed the ‘appropriate limit’ of £450 set by the Freedom of Information (Appropriate Limit and Fees) Regulations 2004.
 
Under section 12 of the FOI Act, we are not obliged to comply with a request if we estimate that the cost of determining whether we hold the information, locating and retrieving it and extracting it from other information would exceed the appropriate limit. This is calculated at £25 per hour for every hour spent on the activities described.
 
We have estimated that it would cost over £450 to provide a response to your current request. This is because it is estimated that it would take over 18 working hours to retrieve and compile the information you have requested.
 
When requests for email correspondence are received the FOI Case Management team may use a search tool called Discovery Accelerator. This allows us to conduct company wide email searches using keywords, dates and email addresses. The more specific a requester can be as to what they are looking for, the more we can narrow the search and therefore stand a better chance of a more relevant or focused result. A search will then return an amount of ‘hits’ which potentially contain information relating to the search terms used. Each ‘hit’ is a single email, although that email will often consist of a chain of emails containing the search term at least once.
 
We have done an initial search for all emails held by TfL sent to/received from the London Borough of Hammersmith and Fulham using the keywords provided. This has returned over 8,900 hits. A brief review of the results indicates that not all of these relate to Hammersmith Bridge. However we would need to manually review all of the emails identified by the search in order to extract and collate the relevant emails.
 
To help bring the cost of responding to your request within the £450 limit, you may wish to consider narrowing its scope so that we can more easily locate, retrieve and extract the information you are seeking. We did a separate search on the same criteria but only using the keyword ‘maintenance’ and this produced 3,609 hits. Another search only using the keyword ‘Hammersmith Bridge’ produced 7,062 hits. We think that any future requests for correspondence would need to have a much narrower timeframe and/or keywords that are less likely to be so frequently recurring. If there are any specific questions that you would like answered then may be a productive line of enquiry rather than a broad request for correspondence which can include large volumes of information which will likely be of limited value.
 
Although your request can take the form of a question, rather than a request for specific documents, TfL does not have to answer your question if it would require the creation of new information or the provision of a judgement, explanation, advice or opinion that was not already recorded at the time of your request.
 
Please note that we will not be taking further action until we receive your revised request.
 
In the meantime, if you have any queries or would like to discuss your request, please feel free to contact me.
 
Please see the attached information sheet for details of your right to appeal.
 
Yours sincerely

Gemma Jacob
Senior FOI Case Officer
FOI Case Management Team
General Counsel
Transport for London

[email protected]