Responses by Departments on use made of
Departmental Reports British Trade International
Thank you for letter of 10 January about the
Departmental Reports Review.
British Trade International is a new organisation-established
only in 1999bringing together the trade and investment
work of the Foreign and Commonwealth Office and the Department
of Trade and Industry, and working in close partnership with a
range of other organisations. We have therefore spent the last
2½ years going through a major process of change and reorganisation.
We produced our first Departmental Report last year.
For our organisation the Report may have rather
a different purpose and focus than for more established departments.
As well as its principal purpose of informing Parliament, the
Report has been useful at this particular stage in our development
in the process of educating staff at home and overseas about the
new organisation and of our plans and achievements. Most of the
copies taken by us were for this purpose, though, as our internal
communications mechanisms develop and the new organisation stabilises,
the Report's importance in this respect is likely to reduce, and
with it the number of copies we take. However, although our target
audience is internal, it is also a useful document for visiting
dignitaries and overseas organisations that we deal with.
25 January 2002
Thank you for your letter of 10 January 2002.
The Cabinet Office's 2001 annual Departmental
Report, in addition to covering Cabinet Office activities, also
incorporated the reports of a collection of other organisations:
Central Office of Information;
Office of the Parliamentary Commissioner
for Administration and Health Service;
Commissioner for England;
National Audit Office; and
Internally the report is distributed to our
Ministers and Heads of Units and is often used as an induction
aid to introduce the Cabinet Office and its aims, objectives and
The general public and other public service
colleagues can access the report via the Cabinet Office website.
Unfortunately the number of times the website has been accessed
is not currently available.
The report is also held in the House of Commons
Library and several parliamentary questions have been asked in
relation to its contents.
31 January 2002
Department for Culture, Media and Sport
You requested an analysis of the distribution
of our Departmental Report for 2001. A total of 1,300 were produced
and distributed as follows:
|450||All members of DCMS staff
|165||Chairs and Chief Executives of DCMS Sponsored Bodies
|20||Members of the Culture, Media and Sport Select Committee and Opposition Spokespersons
|10||Offices of the Houses of Parliament
|50||Members of the Press
|535||Other external contacts
|70||Ad hoc requests and reserve stock
I hope this is helpful. Please let me know if you need any
Ministry of Defence
I refer to your letter of 10 January concerning Departmental
As you know, the Ministry of Defence, unlike most other Government
Departments, reports its future spending plans and its past performance
to Parliament via two separate documents:
MoD's Expenditure Plans and Main Estimatesa
forward-looking document published in the spring, although from
this year the Estimates will be published separately by the Treasury.
MoD Performance Reportthe Secretary of
State for Defence's account of performance during the previous
financial year. This Report is published in the autumn, enabling
it to paint a complete picture of Defence performance for the
The principal audience of both documents is the House of
Commons Defence Committee, whose inquiry into the MoD's Annual
Reporting Cycle is centred on the Departmental Reports. As is
customary, copies of the Reports are also sent to all members
of the Cabinet, and to the Opposition and Liberal Democrat Defence
and Treasury spokespersons.
As the MoD's primary account of Defence performance and activity,
the Performance Report has a wide range of external uses. It is
a major component of the UK's annual Defence Planning Return to
the Organisation for Security and Co-operation in Europe, and
is made available to foreign officials and academics visiting
the MoD. It is also provided to the regional government offices
throughout the UK, as part of the MoD's ongoing liaison activities.
Both Reports are frequently used to answer queries from journalists,
defence correspondents and members of the public, although in
many cases the enquirer is directed to the MoD's external website
(http://www.mod.uk), where the full Reports are available.
The Departmental Reports are also important elements of the
MoD's internal communications strategy. Immediately following
publication, copies of both Reports are sent to the heads of every
major division in the Department (including those based overseas),
to all Defence Agency chief executives, and to the major MoD colleges
and libraries. The full Report is also accessible via the MoD's
A more detailed breakdown of the uses to which the 2001 Departmental
Reports have been put is at Annex A.
I hope this is helpful and am sorry for missing your deadline.