Suffolk Constabulary issued a tender for consultancy support to provide a business case for a collaborative archive of Police information to service six county Police Forces and Suffolk County Council. Through the tender selection Suffolk Constabulary awarded the contract to Gideon Hillman Consulting Ltd (GH) which provided the best proposal in terms of the approach to the project whilst demonstrating a high level expertise and proven capability.
The proposed facility under review had to be able to provide storage and management of many types of archive materials such as paper records, magnetic audio tapes, CDs, DVDs, Frozen items / exhibits, vehicles seized and found property and drugs.
The starting point for the consultant warehouse team at GH was to group all the archive types by the type of storage required and then to establish the space requirements from each Police Force and the County Council for each archive group.
‘The range of materials and the different storage conditions required such as standard racking, high density mobile archive shelving, freezers, ventilated drug stores and other secure evidence storage made this a very interesting project to be involved in’ commented Managing Director Gideon Hillman
In addition to the storage areas the permanently manned facility was to include offices and staff facilities and work areas for paper record disposal and segregation areas for evidence disposal. Due to the nature of the facility an advanced zoned security system with multiple cameras covering the whole building both internally and externally, and a secure perimeter fence at least 10 meters distance from the building itself, was required.
Once the facility designs had been drafted and then completed after a series of reviews with the Suffolk Constabulary project team, comprising of police and civilian senior personnel, the consultants were tasked with providing costed solutions for a number of options.
These options were to include the costs for a new build facility fully fitted out to meet the requirements and specifications agreed and identifying potential locations. In addition consideration was also given to the service levels provided by the facility in terms of document and evidence retrieval varying from 1 hour to 5 days depending on the service level required.
The project was completed within a few weeks and the results presented to the Suffolk Constabulary senior project team for further review as part of the business justification process.
‘We are very pleased with the pragmatic and logical approach adopted by the consultants at Gideon Hillman Consulting and would not hesitate to use their services in the future’ says Phillip Clayton, Assistant Chief Officer – Suffolk Constabulary.