PCD 1860 OneDrive Met Wide Migration

This paper requests approval to implement the OneDrive Migration project to migrate Frontline Officer and Staff digital documents & files from H: drive, design work for retention rules for personal files and the business change activities to support Officers and Staff.  

The Deputy Mayor for Policing and Crime, via the Investment Advisory and Monitoring meeting (IAM), is asked to: 

• Approve the implementation of the OneDrive Migration project to migrate officer and staff files from H: drive, design work for retention rules for personal files and the business change activities to support officers and staff at a capital cost of £0.830m fully funded in the draft capital plan to be approved by MOPAC with the MPS 2025/26 budget.  

PART I - NON-CONFIDENTIAL FACTS AND ADVICE TO THE DMPC 

1. Introduction and background 

1. The Metropolitan Police Service (MPS) currently configure laptop and desktop devices, as well as officer and staff computer accounts, to include an H drive for the storage of personal files. These files exist on the Isilon storage hosted in MPS datacentres along with local copies on the laptops for offline access. 

2. The proposed approach to migrate to OneDrive uses Microsoft cloud-based capabilities and is aligned to the Police Digital Service national blueprints. 

2. Issues for consideration 

1. A migration proof of concept has tested the migration approach which has been proven to work in the MPS environment. 

2. The project will work with the Data Office Record Management Team to understand the MPS Review, Retention and Disposal (RRD) requirements for OneDrive and develop a design for the future state. 

3. The move to using OneDrive for personal file storage aligns with the New Met for London’s strategy's goal of fixing the foundations by ensuring that officers have reliable and secure tools to perform their duties.   

4. The use of OneDrive is also a key part of the Police Digital Service (PDS) National Enabling Programme and the Police Digital Strategy as it follows the approach of leveraging cloud-based solutions and modern capabilities to enhance efficiency and security. 

3. Financial Comments 

1. Commercially sensitive finance, commercial and legal detail has been redacted. This information is contained in the restricted section of the report. This is to ensure a compliant procurement process. 

2. The implementation of OneDrive Migration project at a capital cost of £0.830m fully funded in the draft capital plan to be approved by MOPAC with the MPS 2025/26 budget.  

4. Legal Comments 

1. The Mayor’s Office for Policing and Crime (“MOPAC”) is a contracting authority as defined in the Public Contracts Regulations 2015 (“the Regulations”).  All awards of public contracts for goods and/or services valued at £214,904 or above shall be procured in accordance with the Regulations. This report confirms the value of the proposed contract exceeds this threshold.     

2. The routes to market are compliant with the Regulations and the proposed services are within the financial and technical scopes. 

5. Commercial Issues  

1. This paper recommends to utilise the MPS existing managed service provider contracts to fulfil the requirements of this project.  

2. It has been confirmed that the requirement is not within the scope of the core service charges of the managed service provider contract and is not available as a catalogue service offering but an amendment of those contracts is permitted.  

3. To determine that best value for money is achieved a benchmarking activity against market options has been completed as well as reviews against previous projects of similar scale and complexity. Further information is contained in the restricted section of the report. 

6. GDPR and Data Privacy 

1. The MPS is subject to the requirements and conditions placed on it as a 'State' body to comply with the European Convention of Human Rights and the Data Protection Act (DPA) 2018. Both legislative requirements place an obligation on the MPS to process personal data fairly and lawfully in order to safeguard the rights and freedoms of individuals. 

2. Under Article 35 of the General Data Protection Regulation (GDPR) and Section 57 of the DPA 2018, Data Protection Impact Assessments (DPIA) become mandatory for organisations with technologies and processes that are likely to result in a high risk to the rights of the data subjects. 

3. The Information Assurance and Information Rights units within MPS will be consulted at all stages to ensure the programme meets its compliance requirements. 

4. The programme does not use personally identifiable data of members of the public, so there are no GDPR issues to be considered. 

7. Equality Comments   

1. MOPAC is required to comply with the public sector equality duty set out in section 149(1) of the Equality Act 2010. This requires MOPAC to have due regard to the need to eliminate discrimination, advance equality of opportunity and foster good relations by reference to people with protected characteristics. The protected characteristics are: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. 

2. There are considered to be no negative equality or diversity implications arising from the award of contracts. 

8. Background/supporting papers 

None. 

Part 2 - This section refers to the details of the Part 2 business case which is NOT SUITABLE for MOPAC Publication.   

The Government Security Classification marking for Part 2 is: 

OFFICIAL-SENSITIVE [COMMERCIAL]  

Part 2 of  OneDrive Migration 

 BJP is exempt from publication for the following reasons:  

• Exempt under Article 2(2)(a) of the Elected Local Policing Bodies (Specified Information) Order 2011 (Data Protection Section 43 - Trade Secrets and Prejudice to Commercial Interests).  

The paper will cease to be exempt upon completion of the contract. This is because the information is commercially sensitive and could compromise future procurement activity.