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Lucy Bremner
i
Jonathan Gribbe:
Subject: FW: KELs - query [WBDUK-AC.FID27103746]
Date: Tue, I Oct 2019 14:37:35 +0000
Importance: Normal
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All
Notes below from my call with Matthew Lenton:
e When FJ revise the contents of an existing KEL they would not overwrite the KEL but take a copy of the
KEL, make the changes and save as a new document. The previous versions of the KELs would be kept for
version control and sit underneath [ie. how new versions in WBD's filesite works]
e The previous versions are held in the same database as the latest version of the KELs. They are not
actively archived off to a different location.
« When providing us with the documents for disclosure, FJ just extracted the latest version of each KEL.
« Without doing some further investigations, FJ do not know whether all sequential KEL versions are there.
o Current and deprecated KELS should have previous versions but would need to double-check
o Deleted KELs were flattened, meaning that the previous versions which were held under the latest
version were "knocked out".
e Matthew did not remember FJ reviewing the wording previously which Lucy had sent to him and asked
whether this was FJ drafting. I confirmed that it had been drafted by WBD and reviewed by FJ. [I did not
bring up the EDQ point, this was raised by Matthew]
Matthew thinks that the extraction of the previous versions of the KELs may be a large task and take a
couple of days, requiring a new script to be produced.
Thanks
A
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Amy Prime
Associate
Womble Bond Dickinson (UK) LLP
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From: Matthew.Lenton( ~ GRO
Sent: 01 October 2
To: Lucy Bremner
Ce: pete.newsome > Amy amy.primet...
<andrew.parsons¢__ ; Jonathan Gribben <jonathan.gribben{—
Torstein.O.Godeseth} GRO ; ParkerSPé GRO
Subject: RE: KELs - query [WBDUK-AC.FID27032497]
; Andrew Parsons
Lucy,
This part: “/t/he KEL only contains the current database entries’— I’m not completely clear what that is
intended to mean, but it may be clarified by the following:
This is correct: “is constantly updated and so the current version will not necessarily reflect the version that
was in place at the relevant time”
The second sentence is not correct: “The previous entries / versions of the current entries are no longer
available".
You may recall that there are three status categories of KEL: current, deprecated and deleted. For those that
are current or deprecated, they have been updated in such a way that previous content is not permanently
overwritten, but instead a new version is created, with the previous versions being retained and accessible.
For those that have been deleted, only the last version at the point of deletion has been retained.
Matthew Lenton
Document Manager
Post Office Account
Fujitsu
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Lovelace Road, Bracknell, Berkshire, RG12 8SN
Web: https:/www fujitsu.com/globall
From: Lucy Bremner
Sent: Monday, September 30, 2019 6:37 PM
To: Lenton, Matthew ¢
Ce: Newsome, Pete
Parsons
Subjec'
‘Amy Prim
oe jonathan Gribben {7
KELs - query [WBDUK-AC.FID27032497]
Matthew,
Post Office is seeking to quote from its Electronic Documents Questionnaire submitted back in 2017. It is seeking to
rely on the following quote in relation to KELs:
"(t]he KEL only contains the current database entries and is constantly updated and so the current version
will not necessarily reflect the version that was in place at the relevant time. The previous entries / versions
of the current entries are no longer available".
Can you confirm that this is definitely the correct position (i.e. that previous entries are no longer available)? We need
to respond to Freeths by 10am tomorrow, so confirmation ASAP would be appreciated.
Kind regards,
Lucy
Lucy Bremner
Associate
Womble Bond Dickinson (UK) LLP
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