Houses of Parliament

Sector
Government
Company size
1,000-5,000
The UK Parliament needs no introduction as a governmental body. Its Parliamentary Archives department provides access to the archives of the House of Lords, the House of Commons and to other records relating to Parliament. They provide a records management service for both Houses, holding millions of historical records, dating from 1497, that are captured, appraised, archived and stored for reference. A key requirement of the department is to provide access and processing services of documents and records that are deemed to have long-term historical value. For this a legacy IT system was in place.

The challenge

The old system was based on an Access database and a series of Word and Excel files, inherently limited and inefficient in managing and tracking such records. Turnaround times and backlogs were two key areas in need of improvement. The process was built up over several years and then tweaked and turned into various new working practices, so it was unwieldy and inefficient. So it was determined that a unified management system was necessary to provide basic and enhanced features such as storage, filtering, searching, and appraising of archive information.

The solution

Geeks in collaboration with UK Parliament developed a state-of-the-art archive management system. Within an extremely tight deadline, Geeks not only scoped, but developed and tested a bespoke ASP.NET solution using purpose-built Web Services; bulk import from and export to Excel, Microsoft Active Directory and dynamic PDF generation technologies. By incorporating functionality of tracking, appraisal and querying, a robust Intranet web application was implemented that could be used by anyone on the Active Directory with defined permissions levels. It reduces the operational and administrative time in managing the process flow of documentation and now provides a painless, and automated platform for running day-to-day archiving tasks. More so it introduced a whole new layer of visibility to archived information which was previously considered impossible.