Digitisation project
The digitisation of GRO's births, marriages and deaths records is moving forward and a new project, called the Digitisation and Indexing (D&I) Project, was initiated in 2009.
The new project covers the digitisation of the records themselves together with indexing and upgrading the current online certificate ordering process.
Until such time as it is able to provide an online index, GRO will continue to make a full set of the GRO indexes freely available in microfiche format at several libraries and record offices across England and Wales. Further information on the host sites can be found on the Directgov website.
Questions & Answers
Q. What is the digitisation project?
This is the project to scan and digitise birth, marriage and death registration records for England and Wales from 1837 to present day.
Q. What is the scope of the D&I project?
It is the intention that the D&I project will include the following:
- Completion of the digitisation of the outstanding registration records from the previous digitisation project namely Births, Marriages and Deaths from 1837 to current date.
- Creation of online indexes to these events.
- Enhancements to the existing certificate ordering and production systems to enhance the overall customer experience
Q. Does this mean that GRO will make certificate information available to view online?
Current legislation in England and Wales does not permit the register entries (certificate information) to be made available online. However, the provision of online access to the indexes will provide greater accessibility and improved ease of use for those people undertaking family history research.
Q Will the current GRO index reference number be used in the new index?
It is intended that a new numeric only index reference number will be available in the new online index, however the enhanced online ordering system will be compatible with both existing and new index reference formats.
Q. What other information will be available in the new index?
It is too early in the project to confirm details of what information will be available in the new index, however it is intended that the new index will provide a more complete and accurate repository of index information. It will be regularly refreshed to ensure that it is up to date.
Q. Will there be a charge for accessing the new index?
No. The Registrar General has a statutory duty to make the index available to the public free of charge.
Q. How many records have been digitised so far?
Over 130 million records have been digitised, namely the birth records from 1837 to 1934 and the death records from 1837 to 1957; this is approximately half of the total number of GRO records of birth, marriage and death. These are the record types most requested by members of the public applying to GRO for copies of certificates, often for the purposes of family history research.
Q. Why can't GRO provide indexes to the records that have already been digitised?
GRO does not have the necessary technical architecture to provide online access to the records that have already been digitised. Online access will be addressed as part of the D&I project.
Q. What has happened to the records which have already been digitised?
The digitised records are now being used by GRO within its certificate production system, known as EAGLE. As well as a database and image store, the EAGLE system also allows for the recording and tracking of all customer orders.
Q. How much is the project going to cost?
Until we have awarded a contract for this work we are not in a position to give information on project cost.
Q. What is happening at the moment?
Much of the work currently being undertaken is of a commercial nature as IPS prepares for the appointment of a supplier. Work has started on defining the functional and non functional requirements which are required to start the procurement activities.
Q. When will the new online index be available?
Overall delivery timescales are not yet available and we will only be able to publish such target dates once they have been agreed with a supplier. It should be noted that the project will be subject to the standard governance and approvals applied to all government projects including an Office of Government Commerce (OGC) Gateway Review. Once procurement preparations are complete, the project will seek the relevant approvals to launch the procurement of a supplier.
Q Is there anything else being done at the moment?
A great deal of behind the scenes activity is taking place including the recruitment of new staff and various impact assessments including Better Regulations, Equality and Privacy to minimise the potential for discrimination of any particular group.
Q. How will you choose a supplier?
We intend to appoint a supplier using the IPS Strategic Supplier Framework, as this would appear to be the most efficient way of ensuring that all procurement objectives are met. We aim to be in a position to award contracts to the successful supplier in first quarter 2011
Q. What is the Strategic Supplier Framework?
The Strategic Supplier Framework is a contractual arrangement with one or more suppliers for a specified period of time. The Identity and Passport Service awarded the "Strategic Supplier Group" framework in June 2008 to five suppliers. This allows IPS to procure large IT related programmes of work in an efficient manner against a set of standard terms and conditions.
Q. Why are you using this framework?
- The framework has already demonstrated value for money during the framework procurement process which was undertaken under full Official Journal of the European Union (OJEU) competition.
- The framework provides a ready-made shortlist of five suppliers with the experience, capabilities and financial strength to deliver GRO needs.
- This option provides access to existing comprehensive commercial arrangements and will therefore speed up the procurement and contracting process.
- The Framework was developed to target the needs of IPS of which GRO is now part.
- The D&I Project will be able to draw upon the generic experience of IPS in its commercial negotiations for the IPS NIS Framework, including overall terms and conditions, partnering agreements, dispute resolution etc.
Q. Who are the five suppliers on the Framework?
Our 5 prime contractors are IBM, CSC, Thales UK, EDS and Fujitsu.
Q. How can I get involved as a supplier who is not on the Framework?
Suppliers who are not part of the framework should contact the prime contractors. It should be noted that the procurement between these suppliers has not yet been launched and therefore, the five suppliers listed on the Frameword may not be in a position to deal with any enquiries in relation to this project.
Q. When will the commercial competition be launched?
The project will be subject to the standard governance and approvals applied to all government projects including an Office of Government Commerce (OGC) Gateway Review. Once procurement preparations are complete, the project will seek the relevant approvals to launch the procurement.
Q. Where can I get further information?
Updates will appear on the IPS corporate website (www.ips.gov.uk) as information becomes available.
If you have any comments on this page please contact: Digitisation@ips.gsi.gov.uk
Last updated March 2010
