IT systems and contracts

Request details of IT systems in use and their contract values.

Public bodies spend significant sums on IT systems. Knowing what systems are in use, who supplies them, and what they cost helps the public understand whether technology spending represents good value.

Dear [AUTHORITY NAME], I am writing to request the following information: A list of all IT systems currently in use for delivering services or managing core business functions, including for each system: 1. The name and purpose of the system. 2. The supplier. 3. The annual licence or contract cost. 4. The contract expiry date. I would prefer to receive this by email. Yours faithfully, [YOUR NAME]
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Who to send it to#

Any Scottish public authority. You can find the right authority in the Commissioner’s directory of Scottish public authorities. You can also send your request through WhatDoTheyKnow, which publishes responses online.

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Tips#

  • Asking for “core business” systems keeps the request focused and avoids capturing every minor tool or utility.
  • Very large organisations may have hundreds of systems. If the authority says the request exceeds the cost limit, narrow it to a specific service area (e.g. social work, finance, or planning).
  • Contract expiry dates are useful because they show when new procurements are coming up, which is valuable for public scrutiny.