Modernising North Lincolnshire Council

Kevin Redmond, Building Control Manager at North Lincolnshire Council explains how he has been able to embrace new technology with the support of Resolution Data Management Ltd and Submit-a-Plan

When the council was formed there were a variety of archived records, live files, different media types and software systems.

Archived records were held on 16 and 32mm film rolls, Microfiche and CD-ROM, in addition to hard copy files. Office space was at a premium and off site storage expensive, unlike hard disk space on a file server.

With ever-increasing use of email, mobile phones, laptops, tablets, web based methods of submitting applications, radio wave technology and lower costs of IT, there was an opportunity to utilise this technology to achieve a number of objectives:

Remote Working

In 2001 each surveyor received a laptop in place of a desktop computer. Remote access to the councils email and server was made available. At the same time a number of companies were asked to demonstrate software relevant to web based submissions, document management and scanning

Removal of Paper Storage

This would be a by- product of the scanning of documents. It was felt the onus was on the council to drive the e-government targets forward, hence the decision to purchase the scanners and scan all documentation relevant to building regulation applications.

Emphasis has been placed upon developing electronic methods of working which are controllable, prior to marketing Submit-a-Plan.

It is intended to ‘launch’ the facility in 2004, by which time electronic cash transactions should be available.

Removal of the multi-media archive

At a demonstration of Submit-a-Plan by Resolution, it was apparent that included with the Submit-a-Plan package was a powerful document management system (DataSpace), this represented added value compared to other products researched. In addition Resolution were able to satisfy North Lincs requirements regarding the provision of scanning hardware.

Resolution were able to digitise and transfer four years of paper files (1999 to 2002) using there own unique and very secure data conversion process which guaranteed total data capture within DataSpace.

Creation of digitised ‘live’ Building Regulation Files

In addition to archived records, on going live case files were digitised and transferred into DataSpace at the same time. The database is added to on a daily basis as applications are scanned on approval. Inspection records, completion certificates etc are scanned and added to the electronic file upon completion.

A centralised filing system for ‘live’ files in digitised form has been created in addition to archived records. Search functionality ensures ease of access and retrieval. The system also links into AO, A3, A4 printing facilities and documents can be emailed directly from Data Space.

Creation of a single archive database

DataSpace now forms the single database for building regulation applications for North Lincs council (1990 to present day).

North Lincs intend to further develop the Submit-a-Plan system, by the purchase of a link developed by Resolution and Sx3, which will automatically populate some of the data entry fields within iBuild when a Submit-a-Plan application is received.