As the forces underwent consolidation to become a single entity under the SPA in 2013, it was identified that a single records management supplier would be needed to streamline operations. SPA had the following key strategic objectives which this supplier would need to support them in achieving:

• A single storage location large enough to store all files for all Police Forces under the SPA
• Capability to perform several operations with the record archive, to improve operational efficiency, including consolidation, cleansing, and overall standardisation of information held by the supplier (i.e., highlighting key identifiers for use when searching the archive to minimise time spent finding correct files)
• Development of a single database of all records held within the file, including provision of a customer portal to support Police Forces in accessing relevant documents
• Ensuring high levels of security in both the physical storage solution and access to digital systems, to prevent unauthorised access

Due to our previous work with Strathclyde Police, including provision of similar consolidation activities within a centralised location, alongside our proven track record of delivering tailored solutions across all the SPA’s strategic objectives. We won the contract for the management of the full records archive.

To ensure all the SPA’s needs were met, Restore Records Management implemented the below measures:

1. Regular meetings held between Restore Information Management and SPA’s outgoing suppliers, to glean a thorough understanding of the existing archives and to facilitate a smooth transition. This included identifying all data these suppliers currently held on records within the archive, such as file identifiers used and metadata captured, allowing for preliminary development of the full database.
2. Regular meetings with representatives of the SPA, ensuring a full framework for the standardisation of the archive was developed and implemented prior to completion of the full transition. This included:
   1. Finalising key identifiers for the records
   2. Finalising metadata for capture at the intake of any record
   3. Finalising retention policies for application across the archive
   4. Finalising processes for consolidation and cleansing operations within the archive, including highlighting areas of priority to bring efficiencies into the service
   5. Development of KPIs and SLAs tailored to meet SPA’s specific operational requirements (i.e., defined urgent retrievals process for all SPA users across Scotland)
   6. Identifying and implementing security requirements for the customer portal, ensuring Records Managers within SPA have full control of the archive and visibility over its full use
3. Provision of a single, centralised location of all records within the archive at our East Kilbride storage facility. This location, like all managed by Restore, is fully compliant with industry best practice for document storage and preservation. Security is managed by our centralised internal PSOC (Physical Security Operation Centre) team, ensuring top of the range security of the archive.
4. We now provide all SPA locations specific days for records deliveries, minimising the overall requirement for transport of records leading to cost savings. This has also been foundational in supporting SPA in achieving carbon emissions goals identified within their Environmental Strategy.
5. Development of a single record database, using data captured from the outgoing supplier and standardised against the pre-developed framework. This simplified use of the database by providing a single, consistent, point of access for all relevant information, improving overall efficiency in it’s use.
6. Provision of our industry-leading customer portal, RestoreWeb. Developed using O’Neil’s Records Management System, this browser-based portal provides intuitive access to all relevant information for all records held within the archive, including full audit trails.
7. Bespoke user access functionality developed alongside SPA’s Records Managers, providing them unique control over security features within the customer portal. This allows SPA to have strict control and visibility over their archive, with internal access privileges determined by them. This allows their Records Managers to add and remove unique users, create bespoke privilege hierarchies, and ensure only suitable personnel can access each file.

We successfully completed the transition from multiple outgoing suppliers into our East Kilbride facility and continue to provide off-site records management services to the SPA. This includes the following statistics:

• Over 53,000 boxes now held in one location with Restore Information Management
• Consolidation of 20,000 boxes across 6 suppliers
• Circa 200 requests for activities within the archive per month, including retrievals, collections, destructions, and all other services provided under our holistic records management provision
• Circa £40,000 in savings made per quarter through the development and implementation of a bespoke deliveries schedule
• Through embedding the new delivery schedule, over a 3 year period we’ve saved 49,108 kt of C02 emissions

Restore Information Management have also been able to provide a bespoke urgent delivery service, which has allowed for operational efficiencies which would have previously been impossible without a centralised service. These urgent deliveries offer a 24-hour delivery of any record to any SPA location – which has previously, and continues to, allow us to provide essential documentation during court proceedings and ensure arrests are made.