MPA records management review to deliver big improvements and savings

67/02
21 June 2002

The Metropolitan Police Authority has agreed recommendations and an improvement plan which will deliver big changes in how information is managed. When implemented the review is expected to deliver £1.6m savings overall with a further £0.8m in efficiency savings each year. Planned improvements include:

• a new risk based approach to keeping records to ensure important records are stored carefully and can be retrieved more easily;
• development of an Information Management Branch and local Information Managers to improve standards;
• development of business cases for new technology to enhance sharing of intelligence and public access to information.

The findings of the review and an improvement plan were considered by members of the Finance, Planning and Best Value Committee at their meeting on 29 May 2002. Graham Tope, lead MPA member for the review said,

“ At the moment the Met stores around 1.2 million records all over London. Significant time and effort is spent retrieving records from sometimes unsuitable locations. When implemented, the recommendations will free up resources, allow the Met to defend itself better against litigation and prepare for enhanced public access to records under the Freedom of Information Act.”

The review was carried out on behalf of the MPA by a team of MPS officers led by Superintendent David Chinchen. The review examined the processes, structures and policies for the management of paper based records, particularly in areas most frequently subject to litigation. The review used the statutory best value guidance by challenging the service, consulting with users and stakeholders, comparing performance with other forces and organisations and examining opportunities for competition.

Deputy Assistant Commissioner Stephen House, chair of the project board said,

“This has been a very valuable piece of work carried out by a joint team under the able leadership of Supt. David Chinchen. I am very pleased with the product of the review which admirably illustrates the positive way the MPA and MPS use best value.”

A team will be now be formed to implement the recommendations of the review. Regular monitoring reports will be submitted to the MPA for approval over the coming months.

Notes to editors

1. The Metropolitan Police Authority has a statutory duty to review all functions of the Metropolitan Police service under the Local Government Act 1999.

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