Best value review of records management

Report: 05
Date: 29 May 2002
By: Commissioner

Summary

The Final Report of the Best Value Review of Records Management is presented for Members. The report contains the findings and conclusions of the Review conducted between December 2001 and May 2002. The recommendations and Improvement Plan are included for consideration by Members.

A. Recommendations

Members are invited to consider the findings of the Records Management Best Value Review (RMBVR) and approve the following recommendations :

Recommendation 1 (structure): The development of an Information Management Branch (IMB) from the existing Records Management Branch (RMB) and the development of Information Managers from the existing post of System Administrator;
Objective: To develop and apply policy and strategy to the management of records and information

Recommendation 2 (retention and storage): The design and application of retention criteria in specified archiving processes;
Objective: To achieve reductions in the volume of paper record entering storage

Recommendation 3 (retention and storage): The review and reduction of existing retention periods for paper records;
Objective: To reduce the volume of paper records currently stored

Recommendation 4 (retention and storage): The development of options for the storage of low-use record categories by an external provider;
Objective: To reduce costs and risks associated with current storage arrangements

Recommendation 5 (retrieval): The development of business cases for following technology solutions:

1. Phase-2 roll-out of the Records Management System (RMS) and the development of additional functionality to allow the creation of indexed entries ant OCUs and Branches, and the barcoding of files to track movement;
2. The development of a 'proof of concept' pilot for an Electronic Document and Records Management (EDRM) system. This is to include the piloting of a workflow system for the Subject Access process in the MPS Data Protection Office. 

Objective: To reduce the costs associated with the retrieval of records and information

Recommendation 6 (Retrieval): The extension of registration to capture paper records archived in OCUs and Branches;
Objective: To reduce costs and risks associated with the retrieval of records and information

Recommendation 7 (Performance Management): The introduction of a performance framework for information and records management.
Objective: To ensure continuous improvement in records management practice

B. Supporting information

RMBVR Final Report and Appendices

C. Financial implications

The recommendations and Improvement Plan contained in the RMBVR Final Report, when fully implemented, will deliver cashable savings estimated at £1.6m. This arises from an anticipated reduction the level of compensation payments due to improvements in records management processes. The combined effect of these recommendations will also deliver an estimated £0.8m of efficiency savings each year through reductions in paper record storage and staff time deployed in record retrieval.

The costs of implementation are estimated to be £0.3m. This represents the opportunity costs of staff deployed to implement improvement actions. The costs associated with technology developments will be the subject of further reports to the MPA when business cases are developed.

Note: The findings and recommendations emerging from this Review will be the subject of a workshop for MPA Members on 23 May 2002. A verbal update of issues raised at this workshop will be provided to Members on 29 May 2002.

D. Background papers

None.

E. Contact details

Report author: Superintendent David Chinchen, MPS.

For information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

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