Case Study

Warwickshire, UK

The Warwickshire police force handles a community of 546,500 people, with a 2000-strong workforce. 

The Challenge

The Warwickshire Police Force receives daily requests related to Freedom of Information, Data Protection Act, Environmental Information Regulations, and other Sharing of Information requests. These tasks are often complicated as the required information is stored in multiple locations, both physically and electronically. Due to fiscal pressure, there was not much financial backing from the UK Government. Manual methods used by the Warwickshire police force became unsustainable.

The Solution

In 2011, the Warwickshire Police Force brought in CSDC’s case management system, AccessPro Suite. Before CSDC, the Warwickshire Police Force handled all paper information manually. Now, the new system handles the information automatically.

The Details

AccessPro tracks cases, reports and optimizes resources. As everything is centralized, storing and retrieving data became simpler. Data was categorized, and staff and citizen messages were auto-generated, allowing the force to save time, and reduce costs otherwise used in paper and delivery services.

Simple for citizens to place requests

WIth the new system citizens don’t call or visit the station to place a request. They now log into the Warwickshire website and lodge requests by submitting a form, resulting in fewer calls for requests.

Disclosing information is automated

AccessPro recognizes exemption points from official information before releasing it to the public. It manages document editing, captioning, indexing and status checking.

Every request is answered and justified

In some cases the requestor is not satisfied with the response received.  In that case the requester files an appeal online, for which the force must build a defense.  AccessPro is used to quickly justify decisions. The actions staff took to produce the response are all tracked by the system.  An appeals process that formerly required days of effort to fulfill is now reduced to a matter of hours due to the AccessPro log audit feature.

It became simple to update citizens on Freedom of Information details. Warwickshire police proactively release updates on their website, allowing citizens to access the website to review updates on requested Freedom of Information requests.

AccessPro helps Warwickshire Police Force adhere to deadlines

The system’s sophisticated case deadline management and accounting facilities help the department to coordinate efforts and remain proactive. The system tracks case costs, providing Warwickshire with the option to recover the expenses associated with processing a request.

In conclusion, process time reduces substantially. This allows the department to concentrate more on completing the accumulated backlog. As costs reduce drastically, the system saves the force several thousand British Pounds that covers the annual cost of the solution.

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