"Practices and procedures form an integral part of the ongoing review strategy for the business and Capita have adopted these without issue, successfully working to deliver for their customers. Standards and expectations are recognised and this is evident in the quality of service received by the business to-date, together with the level of face-to-face engagement and the appetite to succeed."
Tracey Dolan, Information manager
- Communications in - records management
Sellafield Ltd is the company responsible for safely delivering decommissioning of the UK’s nuclear legacy as well as fuel recycling and the management of low, high and intermediate level nuclear waste activities on behalf of the Nuclear Decommissioning Authority.
Sellafield Ltd has sites at Sellafield in West Cumbria and engineering, design and functional support capability are provided by employees based at their Risley office, near Warrington. Capita Document & Information Services (CDIS) won the contract to provide Sellafield Ltd with Project Document Control Services (PDCS) in November 2014.
CDIS’ PDCS spans across the three key nuclear project areas - Major Projects, Operations and Decommissioning. CDIS are in the transformation phase of the contract re-establishing consistency where appropriate across each of the project areas and sharing best practice, applying document control related learning from experience. Ultimately this is underpinned by reaffirming the necessary requirements for a robust document control framework, providing PDCS specific governance on behalf of Sellafield Ltd and working closely with key personnel in each project to communicate effectively and share information identifying where tracking of particular documents and capture of relevant information are of high importance.
The solution delivered:
- Allocation of unique barcode numbers to documentation in order to track them 'in flight'.
- CDIS catalogues key information for each document, such as date, title and author where appropriate, whilst appling the appropriate security related classification.
- The Correct document retention dates are applied with Sellafield’s guidance and project specific guidelines to ensure compliance with existing records retention schedules. Document related version control is managed and tracked, creating an audit trail and linking sequential revisions.
- CDIS searches for historic catalogued documents which are used for individual review or added to packs of historic documentation to use as support later down the line e.g. decommissioning projects or pending/ongoing operational builds.
This partnership delivered a range of benefits to Sellafield Ltd including:
- More space
There is no requirement for the physical storage of paper records, releasing valuable space for admin work and allowing the decommissioning of unsuitable buildings.
- Improved staff productivity
Staff are free to spend more time on core activities rather than waste it searching for, transporting and replacing physical files.
- Quality Assurance (QA)
CDIS provides accuracy and consistency throughout the project lifecycle. CDIS ensure an efficient and effective document workflow to meet Sellafield’s varying requirements. CDIS consistently achieves accuracy levels above 99% through the application of rigorous QA measures.
- Wealth of experience with regulatory bodies
CDIS understands the importance of regulation and establishes then adheres to proven working practices to ensure reviews undertaken by the ONR, for example, are not hindered due to accurate and timely provision of relevant documentation and associated information.
Delivering future efficiencies
CDIS continues to support Sellafield Ltd and its partners and is dedicated to delivering ongoing transformational services. Our approach is to understand the challenges faced by our customers and assist with root cause analysis (RCA). We will then offer solutions and cost benefit analysis where appropriate to help justify the proposed changes. CDIS regularly meet with Sellafield Ltd to determine and discuss what systems and processes (physical and electronic) are needed to support document control and where potential enhancements/ improvements could be made. E.g. Inefficiency caused by multiple searches and potential duplication of tasks spanning numerous document repositories are just a couple of the areas reviewed and identified for future improvement. CDIS consistently supply supporting documentation to highlight the impact of these inefficiencies and propose alternative solutions.
The services provided to Sellafield Ltd are part of our Communications in solutions