Records Management Best Value Review (RMBVR) - closing report

Report: 4
Date: 12 May 2005
By: Commissioner

Summary

This report confirms the completion of improvement activity recommended following the Records Management Best Value Review (RMBVR). It provides an update on progress towards electronic records management where activity scheduled in the original Improvement Plan was deferred with the approval of the authority. The report further outlines broader improvement activity now in progress and recommends ongoing benefits reporting within the Information Management Business Change Programme (IMBCP).

A. Recommendations

That

1. the wider range of information management improvement activity now led by the Information Management Group in the Directorate of Information and governed within the Information Management Business Change Programme be noted;
2. the progress and direction of activity towards a corporate capability for the electronic management of records be noted; and
3. that benefit reports covering ongoing improvement activities are delivered to the existing Information Management Business Change Programme..

B. Supporting information

1. 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.

2. Implementation commenced in September 2002 and the Implementation Plan was managed under the Freedom of Information Act Compliance (FOIAC) Project, reflecting the fact that records management improvement has been critical to ensuring compliance with the FOIA since 1 January 2005. From April 2004, the remaining activity arising from the recommendations of the RMBVR was progressed as part of the Information Management Business Change Programme.

3. The implementation of the changes recommended by the RMBVR and subsequent activity has now led to a position in which:

• An Information Management Group within the Directorate of Information acts as the corporate lead and authority for all information management improvement activity;
• A capability now exists for the external storage of paper records in conditions that provide the required levels of security and access for business purposes;
• An Information Manager role has been established in Operational Command Units (OCUs) and Branches that is focused upon compliance with legislation, records management and information security. The professional development and direction of staff in this role is supported through a head of profession function delivered by the Information Management Group;
• A number of improvements have been made to the system for paper file registration that have increased access to information and reduced storage and other costs;

4. This position was reported to the authority in November 2004 as part of the regular reporting on progress in implementing the recommendations of the RMBVR. It was noted at that meeting that a number of new requirements for improvements in information management have arisen since the completion of the RMBVR.

5. In particular, Members will be aware that the Bichard Inquiry has had a substantial impact in this area through recommendations for a national intelligence system and the development and implementation of a statutory Information Management Code of Practice with associated detailed guidance.

6. Within the Information Management Group and the IMBCP a far wider but related range of activity is now completed, current or planned. This includes work to improve data quality, information security, the management of e-mail and the management of electronic records.

Electronic Records Management

7. The RMBVR recommended the development of a business case for investment in technology to create a capability for the management of electronic records. A feasibility study was conducted between July and October 2003. This study examined industry experience of implementing appropriate technology. Related work has examined systems for records management in jurisdictions that have had FOI legislation for many years, including Australia and the United States. The findings of these studies indicate that:

• The development of a corporate File Plan and associated record management disciplines must be in place before any implementation of technology;
• The implementation of a corporate File Plan and associated records management disciplines will bring substantial benefits in the absence of substantial investment in technology in the medium-term;
• Full implementation of a corporate File Plan covering all record types will require significant business change;
• The costs of technology to support the electronic management of records are likely to be substantial for the Metropolitan Police Service (MPS) and require a detailed investment appraisal;

8. No financial provision has yet been made for this investment.

9. During 2004 the Directorate of Information has pursued the development of an MPS File Plan that is aligned with national standards. In parallel the Information Manager role has been exploited to develop the required standards and disciplines that are now recognised as a precursor to any investment in supporting technology.

10. In addition to this preparatory activity, a review of existing technology capabilities has been undertaken and revealed opportunities to exploit previous investments to improve the management of electronic records in the medium term.

11. The MPS File Plan has now been developed and piloted in several areas of the MPS. Its application is focused upon the AWARE desktop environment where staff are weeding and re-organising files in shared areas. Limits on the storage of electronic records are being progressively applied. Results from these pilots show up to 75% reduction in file storage. With growth rates of 125% p.a. in electronic storage requirements, this activity has the potential to produce cashable savings of £250K p.a. in the purchase of electronic storage capacity for the MPS. Mechanisms such as charging against devolved budgets for excessive electronic and paper record storage are also being considered.

12. It is recognised that the MPS continues to face significant business change to April 2006 arising from the implementation of C3i, National Strategy for Police Information Services (NSPIS) Case and Custody, Safer Neighbourhoods and Criminal Justice Improvements under Operation Emerald.

13. In view of the issues raised to date, the authority has approved a revision to the original RMBVR recommendation as follows:

• The development and implementation of an MPS corporate File Plan to cover all record types across a range of formats;
• The procurement of appropriate technology to support the staged implementation and use of the corporate MPS File Plan.

14. The MPS File Plan has now been developed and will be implemented first in the AWARE desktop environment during 2005/06. Work also commences in May 2005 to scope the requirements to move to the electronic file as the primary record. Implementation in the AWARE desktop is a first phase in the planned adoption of the File Plan for all record holdings in the MPS. This approach will produce a more limited requirement for business change than that implied by a broader implementation strategy.

The way forward

15. The Information Management Group is now developing the strategic business requirement for electronic document and record management. This work includes an assessment of which, if any, of the existing MPS records management applications might be capable of development to achieve the benefits sought and minimise the requirement for new investment.

16. Once this work is complete, a full business case with a recommended implementation strategy will be developed and presented to the MPS Management Board. Subject to approval, this will be presented to the Metropolitan Police Authority for discussion and approval through the most appropriate committee.

17. It should be noted that the work to develop and implement an electronic record management capability, whilst substantial, is but one area of improvement activity being pursued by the Information Management Group. The improvement of data quality and the implementation of the forthcoming Information Management Code of Practice are both likely to require further investment in business change with enabling technology.

C. Race and equality impact

1. There are no new equality and diversity issues arising from this report.

2. Work to ensure equality of access to information under the FOIA has been previously reported. Checks have ensured that supporting technology remains compliant with the Disability Discrimination Act and that information sought is available to those without access to the internet.

D. Financial implications

1. The recommendations arising from the RMBVR have been implemented from within existing resources.

2. Whilst the work referred to in this paper has not been sufficiently scoped for the benefits and investment to be quantified, emerging requirements will be factored into the review of the Medium Term Financial Plan.

E. Background papers

• RMBVR Final Report and Improvement Plan, May 2002 (not circulated)
• RMBVR Implementation Plan, September 2002 (not circulated)
• Information Management Business Change Programme (not circulated)
• MPS File Plan (not circulated)

F. Contact details

Report authors: Superintendent David Chinchen, MPS.

For more information contact:

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

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