FOI 0991-2023/24 Records/Property & Archive Storage

Request
Records/Property and Archive Storage 

Could you please provide the following information in regards to your paper records, physical property (seized goods/physical evidence) and information retained for archive and heritage purposes.

Q1. Does the Force operate a combined storage facility for paper records/archive and physical property or do you house these in separate facilities?

Q2. Does the Force own its own storage facility, do you lease a space or share with another Force or do you use a 3rd Party Provider (e.g Iron Mountain).

Q3. If you own your storage facility was this purpose built or a repurposed existing building?

Q4. Does the facility have the necessary climate controls for long term paper storage?

Q5. Does the facility have a freezer for evidential storage?

Q6. If you own your own storage how many staff are employed to manage the store i.e. receive boxes/log within the records system/organise record destruction?

Q7. What was the original build cost (if a purpose built) or the refurb cost if a repurposed building was used – and what are the annual running costs?

Q8. If you use a 3rd Party what is the overall contract cost and over what term?

Extent and Result of Searches to Locate Information
To locate the information relevant to your request searches were conducted within North Yorkshire Police. I can confirm that the information you have requested is held by North Yorkshire Police.   

Decision
I have today decided to disclose the located information to you.

Q1. At one location these are within the same facility but in general there is separate storage for both records and property

Q2. Storage within own premises and with Iron Mountain

Q3. Both – purpose build at one site, other locations in longstanding accommodation

Q4. Yes at some, no at other locations

Q5. Yes at all designated main and temporary property stores

Q6. 13FTE of staff across the 4 main property stores.  We do not have separate staff to manage paper records.

Q7. Purpose built facility £1.2m in 2017. Running costs not separate from other premises costs

Q8. Iron Mountain costs are around £6,500 per year

Please note that systems used for recording information are not generic, nor are the procedures used locally in capturing the data.  It should be noted therefore that this force’s response to your questions should not be used for comparison purposes with any other responses you may receive.