Records Management Best Value Review (RMBVR) - implementation update

Report: 18
Date: 9 October 2003
By: Commissioner

Summary

This report provides a summary of progress towards achieving the improvements in records and information management detailed in the Records Management Best Value Review (RMBVR). It includes revisions to the Implementation Plan that take account of progress and issues arising since the commencement of implementation in September 2003. The report provides commentary on progress in specific areas and a benefits summary. It seeks approval for changes to the initial Implementation Plan submitted to Members in September 2002.

A. Recommendations

That

1. the costs and realised benefits arising from the implementation of the recommendations be noted;
2. the changes to the Implementation Plan detailed in this report be approved; and
3. members continue to receive reports on the progress of implementation, including costs and realised benefits, at six monthly intervals.

B. Supporting information

The Records Management Best Value Review presented a Final Report to the then Finance, Planning and Best Value Committee on 29 May 2002. The recommendations contained in that Improvement Plan were accepted and approved for implementation.

Between September 2002 and June 2003 the implementation of these improvements was managed under the Freedom of Information Act Compliance (FOIAC) Project. This reflects the fact that records management improvement is critical to ensuring compliance with the Freedom of Information Act from January 2005. From July 2003, the implementation of the RMBVR recommended improvements has been progressed under the developing Information Management Business Change Programme (IMBCP). This Programme will now drive the RMBVR Improvement Plan as one of several activity strands addressing wider failings in information management, including data quality, information security and e-Policing.

Continuity has been maintained between staff conducting the RMBVR and those charged with the implementation of its recommendations under the IMBCP.

Revised Implementation Plan

In May 2002, the RMBVR Final Report made seven recommendations to ensure improvement in MPS records management. It predicted a series of financial and non-financial benefits that could be achieved and linked these benefits to specific recommendations where possible. Whilst the general direction of improvement activity has not changed, the experience of implementation, further consultation and knowledge of significant MPS business change activity have required a review the initial recommendations and Implementation Plan.

This review highlighted the need to update initial recommendations and re-profile activity and predicted benefits in the light of experience to date. The revised high-level Implementation Plan is included at Appendix 1. This includes necessary changes to the number and wording of recommendations. These changes do not affect the scope of activity included in the initial recommendations.

Implementation Costs

The implementation of recommendations arising from the RMBVR continues to be delivered within existing resources. The improvements delivered to date arise from changes to records management processes both in Records Management Branch and across the MPS.

The cost of staff time allocated to RMBVR improvement activity for 2003/04 is estimated at £50,000. This represents the time allocated to implementation activity by existing staff on the FOIAC Project Team.

The RMBVR recommended the development of a business case for an Electronic Document and Records Management System (EDRMS). A feasibility study is now examining this technology in greater detail before presenting a business case for significant investment in this area. The future implementation of EDRM is likely to require significant investment beyond existing resources.

Revised Benefits Summary

Appendix 2 provides a summary of realised and projected benefits arising from the implementation of recommendations against those predicted in the initial Improvement Plan (May 2002). Commentary on progress and benefits is provided under the relevant Activity Strand in the Progress Summary section of this report.

Progress Summary

Activity Strand 1 (Recommendation 1)

Information Management Professional Development

Activity

• To establish the role of Information Manager in the MPS;
• To establish an Information Management function in the Directorate of Information;
• To establish a Professional Development Programme for Information Managers;

An Information Management function is now established in the Directorate of Information. It draws together existing resources to provide support for improvements required in information management. It includes elements focused on governance, business change, services and compliance. Work to refine and consolidate this function is continuing.

The development of an Information Manager role is being progressed within existing resources by realising benefits from centralised system administration under AWARE. This element of the implementation has been delayed by variations in the impact of AWARE and consequent realisation of benefits in staff time. The adoption of centralised system administration has also required additional work to redefine and enforce the local System Administrator role.

A Working Group and Project Team are currently engaging with OCU and Branch management teams. Information Manager posts have now been established or are approved in 20 OCUs/Branches. It is intended that this work should lead to substantial establishment of the role in the MPS by the end of October 2003.

The professional development of staff in Information Manager and retained Systems Administrator posts is now being examined and plans developed for necessary training, networking and ongoing support through the Directorate of Information as head of profession. An Information Management Development Unit has been established in the Directorate of Information to support staff in these roles.

Activity Strand 2 (Recommendations 2, 3 and 6)

Paper Record Management

Activity

• Reductions in the volume of paper records held in local and central archives;
• Reductions in the volume of paper records entering local and central archives;
• The alignment of MPS records retention policy with business requirements;
• The alignment of corporate record registration policy with business requirements;

Activity to reduce the volume of paper records held in storage has been focused on the central repository in order to reduce costs arising from the requirement to enter the PFI for external storage. Between September 2002 and April 2003 this activity has resulted in a reduction of 10% in the volume of records held in the repository. This results in an estimated reduction of £45,000 (cashable) per annum from the commencement of the external storage under the Hayes PFI Project. The reduction in holdings at the Hayes repository will continue until the commencement of the PFI contract (18 December 2003).

Following a successful pilot at Newham BOCU, a new process for registering and weeding archived crime files was implemented across all Criminal Justice Units in May 2003. This has resulted in a reduction of some 33% in the volume of paper being retained centrally as part of crime case files. This revised process also reduces the volume of archived material in local storage at the BOCUs, and achieves savings in staff time in CJUs and the Records Management Branch.

Work to review and extend the current MPS Disposal Schedule is continuing. The Project Team have developed national record retention guidance that will drive further reductions in holdings of volume, low-risk crime files during this financial year. The publication of a more detailed Disposal Schedule has been delayed pending the completion of the MPS Information Survey between October and December 2003.

The review of registration policy for paper records has not been progressed in accordance with the original Improvement Plan. This results from delay and continued uncertainty on the availability of storage in the central repositories. Work to review and extend the existing categories of paper records retained corporately is now current and is anticipated to be completed by 1 January 2004 subject to the recruitment of contract staff within existing budgets.

Activity Strand 3 (Recommendation 4)

Paper Record Storage

Activity

• Provision of an external storage capacity for the storage of low-use paper record categories;
• The provision of a central MPS archive for higher-use, paper record categories;

This recommendation has been progressed as part of the Hayes PFI Project to determine the future storage arrangements for paper records held at the MPS Repository at Hayes in Middlesex. The Review recommended that external storage be considered for low-use record categories. This was accepted and a combined PFI and in-house storage solution was developed. This was presented to the MPA Finance Committee on 24 October 2002 where the recommendation was accepted.

Work has been completed to identify high- and low-use record categories for transfer to external (PFI) or internal (Hendon) sites. This division of record categories will minimise the costs associated with external storage. Activity under Strand 2 is leading to reductions in costs associated with external and internal storage of paper records.

Negotiations are at an advanced stage for the MPS to join a pan-government deal that the MOD have entered into with a private contractor to replace the Hayes record repository. It is currently estimated that the transfer of MPS records will occur b 1 January 2004.

Activity Strand 4 (Recommendation 5)

Technology Support

Activity

• Extension of the Records Management System (RMS) to OCUs and Branches;
• The development of a business case and strategy for EDRM implementation in the MPS;

The RMBVR assessed that the roll-out of the RMS to OCUs and Branches would increase access to information and result in quantifiable efficiency savings in the search and order process for registered files. The additional functionality would allow the local creation and registration of paper files on a searchable, corporate system.

As a result of meetings with users and suppliers, it was determined that the roll-out of RMS search and order would achieve early resource savings with minimal additional cost. This assessment recognised that RMS had been used successfully at Haringey BOCU since December 2001. The case for additional functionality in the RMS will be assessed following completion of the roll-out.

Currently, the RMS has been rolled out to four Borough OCUs and staff in the Child Protection Teams. The roll-out is scheduled to complete by January 2004. Some 16.5% of searches on the RMS are now conducted by staff in OCUs and Branches. This has resulted in time savings for staff in the Registration Section of the Records Management Branch. Non-cashable savings achieved in this area are planned to reduce the growth required to accommodate Freedom of Information demands from 2004/05.

The production of a business case and strategy for EDRM implementation is dependent upon a feasibility study scheduled to complete by January 2004. It is recognised that EDRM implementation will involve significant investment and associated business change. The strategy for EDRM development will be developed from the feasibility study and integrated with the significant business change pressures arising from C3i, NIM, FOIA and NSPIS requirements.

Activity Strand 5 (Recommendation 7)

Performance Management

Activity

• Provision of performance information for records management (including cost);
• The design and implementation of information management inspection regime;

The archive inspection programme undertaken previously by Records Management Branch has now ceased. This will result in staff savings estimated at £23,000 per annum from 2004/05 (non-cashable). This activity is being incorporated into a corporate self-inspection process to be supported by the Information Manager role. The savings in staff time are being realised in increased record review and disposal activity.

Baseline data on the costs of information retrieval have now been obtained following activity analysis conducted at three sites during October 2002. This data is being developed as a primary indicator of improvements in record/information retrieval and consequent savings in staff time.

Progress on a costing model for the allocation of record storage costs to OCUs and Branches has been delayed pending the availability of detailed charging schedules under the PFI record storage project. Subject to any further delay of the PFI Project, it is intended that costs of central paper record storage should be made available to OCUs/Branches and Business Groups by April 2004.

C. Equality and diversity implications

There are no identified equality or diversity issues arising from the contents of this paper. The equality issues that arise from the Hayes PFI have been separately addressed under that Project and formed part of the submission to Members on 24 October 2002.

D. Financial implications

The implementation of recommendations arising from the RMBVR is being progressed by staff allocated from within existing resources. Funding for the further development of Electronic Document and Records Management (EDRM) following a feasibility study will be the subject of further papers.

E. Background papers

• RMBVR Final Report and Improvement Plan, May 2002
• RMBVR Implementation Plan, September 2002

F. Contact details

Report author: Superintendent David Chinchen, MPS.

For more information contact:

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

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