ORS works with Heddlu Dyfed Powys Police To Scan Documents
Dyfed-Powys Police safeguard people living, working and visiting the counties of Carmarthenshire, Ceredigion, Pembrokeshire and Powys.
It has a population of over 488,000, that is significantly boosted with tourists each year and covers a land mass of over half of Wales. The Force was formed in 1968 with the merger of the four County Constabularies and geographically it is the largest police force in England and Wales.
The strategic aim of Heddlu Dyfed Powys Police, within Firearms Licensing, was to move from a paper-based department to the full utilization of electronic records in conjunction with their electronic document management system.
Due to working practices being largely paper-based, Firearms Licensing was experiencing a number of business issues which were impacting on the performance and efficiency of the department as follows:
The records therefore needed to be converted from paper to electronic to allow them to be accessible via an electronic document management system.
Firearms Licensing was under increasing pressure to convert their firearm files to electronic format to conform to statutory and regulatory compliance and to meet the strategic objectives of the Force.
Utilising good quality office accommodation for storage was also a matter of concern, as the files occupied a significant amount of space.
The paper archive was difficult to manage and control, with documents potentially being misplaced or lost. The ability to retrieve documents quickly and efficiently was not easy.
There was also no disaster recovery provision in place to cater for the risk of loss, fire or flood.
The in-house filing system was not only time consuming, but repetitive in its operation and relied on members of staff to carry out the daily processes of filing and file retrieval which took them away from their core activities.
Having undertaken a full audit of the firearm files, ORS then produced a detailed proposal offering to scan documents – a total of 21,000 files over a three-month project timeline.
Dyfed Powys Police supplied ORS with a database containing a Personal ID Number, Certificate Number, Date of Birth, Initials and Surname.
Header sheets were created and printed to incorporate the above information with corresponding bar codes. The header sheets were then placed at the front of each file.
The files were collected from Dyfed Powys Police against an agreed schedule. A total of six collections were made for a total of 247 boxes.
Each box contained an audit list of the files within it to ensure complete security and integrity was maintained.
The files were prepared, scanned and indexed via the header sheet barcodes within the secure ORS production facility at Chandlers Ford. A total of 650,000 documents were scanned.
On completion of each batch the electronic images with the index information was returned to Dyfed Powys Police, along with the original paper files. These were used for validation and quality checking prior to the files being destroyed.
“Having undertaken detailed discussions with ORS, I felt that they had taken the time to fully understand our requirements. They appreciated our concerns for total security and put in place the processes to ensure 100% integrity.”
Helen Rees, Firearms & Explosives, Licensing Manager,Dyfed Powys Police