Records Management Best Value Review (RMBVR) implementation plan

Report: 12
Date: 19 September 2002
By: Commissioner

Summary

This paper sets out an implementation plan for the improvements to records management detailed in the Final Report of the Records Management Best Value Review. (FPBV 29 May 2002). It outlines the management structure being used to progress implementation and ensure the realisation of intended benefits. It further highlights progress to date and significant implementation issues. Members are invited to approve the RMBVR Implementation Plan.

A. Recommendations

1. Members approve the RMBVR Implementation Plan and related management arrangements; and
2. Members receive a formal update at six monthly intervals.

B. Supporting information

1. The Records Management Best Value Review presented a Final Report to the Finance, Planning and Best Value Committee on 29 May 2002. The recommendations contained in that Improvement Plan were accepted and approved for implementation. The implementation plan is indicated at Appendix 1, which also details the recommendations made.

2. The implementation of these improvements will be the responsibility of the Freedom of Information Act Compliance (FOIAC) Project under the direction of DAC House. This reflects the fact that records management improvement is critical to ensuring compliance with the Freedom of Information Act from January 2005. The FOIAC Project Board is meeting monthly and a board member has been allocated specific responsibility for benefits realisation. The RMBVR Improvement Plan exists as distinct Project Strands within the FOIAC Project Plan with responsibility for each recommendation allocated to relevant staff.

3. A FOIAC project team comprising of 10 staff has been established with varying proportions of time dedicated to RMBVR implementation issues. The core of this Project Team is formed of staff that undertook the RMBVR. The RMBVR Team Leader, Superintendent Chinchen, is Project Manager for the FOIAC Project.

Budget status

4. There are no changes to the budgetary implications detailed in the Improvement Plan. A separate business case is to be presented for Electronic Document and Records Management (EDRM) development (Recommendation 5). All other implementation is currently planned within existing resources.

Progress on implementation and benefits status

Recommendation 1

5. An audit of existing System Administrator posts and functions has been undertaken. Presentations and workshops are progressing to define the Information Manager role.

Recommendations 2, 3 and 6

6. Activity sine June 2002 has been focused on the review and reduction of archived paper records held in the MPS Central Repository at Hayes, Middlesex. Volume audits of registered and non-registered material have been conducted together with analysis of record use. Record owners and policy branches have been engaged to review holdings and reduce retention periods. This activity has currently resulted in agreed reductions of 600 linear metres of archived material representing a realised benefit of £6000.00 in storage costs.

7. Work has commenced to pilot new processes for record registration and archiving in the Criminal Justice Unit at Newham Borough. A Records Working Group is established to progress these improvements which are intended to reduce the volume of paper records entering MPS archives.

8. The emphasis upon archive reduction at the Central Repository reflects the need to minimise future costs associated with any removal of archived material to alternative MPS accommodation dependent upon the progress of the Hayes PFI Project. Members have received position papers on the Hayes PFI Project in December 2001 and February 2002.

Recommendation 7

9. Work has been undertaken to design performance indicators for the management of registered files. Activity analysis to provide a baseline of retrieval costs will occur in October 2002.

Issues

Recommendation 4

10. The RMBVR recommended the use of external storage for retained material with low usage rates. Progress on this recommendation is dependent upon the outcome of the current Hayes PFI Proposals. Following the withdrawal of a number of users of the Hayes facility, the MOD are now likely to supply revised cost schedules to the MPS during September. As a result of these developments, the requirement to remove records from Hayes (vesting day) will not occur before 1 April 2003. The progress under recommendation 4 is dependent upon these outcome of the Hayes PFI Project.

Recommendation 5

11. Under this recommendation the RMBVR proposed the development of a business case for EDRM system based upon a number of ‘proof of concept’ exercises. Detailed consideration of the technical and contractual issues has now highlighted the need for additional time in selecting, operating and evaluating the ‘proof of concept’ sites. The business case for the adoption of EDRM is now intended for submission to the MPA by March 2003 rather than December 2002.

C. Equality and diversity implications

There are no identified equality or diversity issues arising from the contents of this paper.

D. Financial implications

1. The implementation of recommendations arising from the RMBVR is being progressed by staff allocated from within existing resources. Funding required to ensure compliance with the Freedom of Information Act will be the subject of separate papers and approvals.

2. It is accepted that and identified funding requirements for the Best Value Review is subject to the requirements of the MPS internal funding process.

E. Background papers

RMBVR Final Report and Improvement Plan RMBVR Implementation Plan

F. Contact details

Report author: Superintendent David Chinchen

For more information contact:

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

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