Case Study

Record centre consolidation

Information Matters™ consultancy expertise was engaged on a major Record centre consolidation project for Network Rail, which involved the rationalisation of 10 centres down to a single centre. The original task was to assist an internal planning team to scope out the type of building that would be required to manage a consolidated collection of all Network Rails Engineering Drawings, Deeds and Signalling records. Information Matters™ as then re-engaged by Network Rail to help with the internal design of the building and was involved in the selection of the security system, the fire detection system, and the design and configuration of the racking systems. 

Client: Network Rail

Project          

Record centre consolidation

Details

Information Matters™ represented Network Rail at numerous contractor meetings and site visits, and undertook an information audit in all 10 of the affected NR records centres that were to be closed.  Detailed survey reports were prepared on each centre, consolidated and then presented to the steering committee. This report formed the baseline for many design and operational decisions of the new records centre. Having awarded the main contract(s) for the new building, Information Matters™ was involved in selecting (through a tender process) the racking contractor and the company who would be awarded the uplift, transportation and intake of all the records to move to the new records centre.

Our consultant team planned and directly managed the contractor involved in the physical move, successfully relocated over 3 million records into the new record centre. Concurrently he had responsibility to ensure that ‘normal service’ to internal and external clients is achieved and sustained as quickly as possible. With regard to this project, all service level agreement targets were exceeded and the service status quo was achieved within the timescale prescribed. The overall project was a great success and a modern efficient purpose built record centre employing over 50 permanent staff is now operating in York. Information Matters™ expertise and contribution were formally recognised by the NR Group Records Manager.

Our consultants have also managed a number of other projects for Network Rail including audits of critical datasets, researching and updating Metadata information. Assisting in the tender process for the selection of an offsite storage contractor and then project managed all elements of the move from the incumbent contractor to the new companies’ site. 

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