High Speed 2: Electronic Deposit of Documents

Lord Soames of Fletching Excerpts

Tuesday 11th July 2017 Commons Chamber

[Michael Ellis]

It is a permissive power. It does not require documents to be deposited in electronic format only. If a deposit location wants all the documents in hard copy, HS2 Ltd will provide them in hard copy, but the motion allows for the electronic deposit of documentation for the HS2 hybrid Bill. Electronic documentation will, of course, make it easier for communities along the line of route to find the information most relevant to their area without having to work through an otherwise enormous document.

[Sir Nicholas Soames (Mid Sussex) (Con)]

What would happen if, because of the cruelty of this Government, the libraries are closed and there is no room for the hard copies of the Bill documentation, even though the local area wanted them? How would the Minister handle that?

[Michael Ellis]

I do not accept my right hon. Friend’s characterisation. On previous occasions when there have been storage problems, nearby community libraries have been asked to store the hard copies, so I anticipate alternative mechanisms could be put in place.

It should be noted that this is a permissive power. It does not require documents to be deposited only in an electronic format, so if a location wants all the documents in hard copy, HS2 Ltd will provide them in hard copy. In all cases HS2 Ltd will make the key documents, such as the Bill itself and the non-technical summary of the environmental statement, available in hard copy.

Further, members of the public will be able to telephone HS2 Ltd to ask for free hard copies of the non-technical summary, the local community area report and the local maps. If a deposit location would like documents in electronic form but does not have the equipment to make them available to the community, HS2 Ltd will provide that equipment at its own expense.

This is a wholly sensible modernisation of Standing Order requirements that were originally conceived in the 19th century, and it is about making it easier for people to engage with the hybrid Bill process, thereby ensuring the most effective decision making by Parliament.

--- Later in debate ---

[Michael Ellis]

With the leave of the House, I will, in the limited time available, answer some of these points. The hon. Member for Walsall South (Valerie Vaz) asked what was meant by “reasonable”. The issue is simply this: a reasonable request means HS2 weighing up the cost of meeting a request against whether there is a genuine need for the information to be presented in the format requested. Reasonable requests for hard copies of maps and section drawings will be met. They could be requested from local authorities, which will be provided with hard copies for inspection, or directly from HS2.

I have been asked by a couple of hon. Members about when the Bill will be laid. At this point, I can only say soon. As I have said, all reasonable requests for hard copies of maps and section drawings will be met. In answer to a point raised by my right hon. Friend the Member for Chesham and Amersham (Mrs Gillan), we are proactively considering using audio, braille, and easy-read versions. Given the scale of the documentation, it is right that that is considered with regard to accessibility for everyone. I noted the points made about the telephone line, and I shall look into the matter. I understand that it is a London number, to answer the question from the hon. Member for Walsall South about the rate, but I will look into that.

On the issues about London and whether documents could be stored elsewhere, a tiny number of people have requested that, but we will certainly look into those reasonable requests.

[Sir Nicholas Soames]

Is it planned to translate the documents into other languages?

[Michael Ellis]

I am not aware of any such plans. We are considering the issue of braille.