Transitioning to Digital: Security Check System at Network Rail Managed Stations
Network Rail use Liberty Create to fully digitise a 100% paper-based security process
The challenge
Network Rail operates 20 of Britain’s busiest and biggest stations – including Manchester Piccadilly, Kings Cross Station as well as Birmingham New Street, Liverpool Lime Street. These stations are regularly upgraded, in terms of operations, facilities, security and accessibility – to ensure the best experience and safe journey for passengers.
Station security processes relied heavily on paper documentation when it came to registering proof of checks and complying with the DfT. Staff members were required to physically sign logs throughout their shifts, leading to inefficiencies and challenges around accountability and evidence management. Going digital would result in better use of time and resources.
Each station works in different ways to suit their size and search methods. Introducing a digital system would help to encourage consistency between station searches. It was a priority to enable improved statistics, helping to drive improvement and changes. The requirement for physical signatures made it challenging to digitise the process.
Digitising the process
Network Rail wanted to address inefficiencies, reduce the chances of miscommunication across radios and to prevent any missed area checks by informing management a fixed amount of time if a check is missed.
Transitioning to digital would also improve data management, as paper records could be misplaced and it could be difficult to access historical data if it was needed for an incident investigation, and of course the file storage was taking up valuable space.
The Manchester Picadilly Team approached Network Rail’s Digital Factory Team to help with a solution that could scale up and cater for complex scheduling of resources for personnel that are constantly on the move and sometimes have to carry out checks without internet connections. The app must comply with NRSP regulations (National Rail Security Programme) and be usable by all station types (CAT A, B, C risk assessments Red, Amber, Green Zone). The new Digital Station Security Search application (DSSS app), built in Liberty Create, our low-code platform, replaced the paper-based process.
“Implementing the Digital Station Security Search application at Manchester Piccadilly has been a game-changer for our security operations. By streamlining processes, boosting reporting accuracy and strengthening accountability, it has elevated our security measures to new heights.”
Scott Green
Head of Route Stations, Liverpool Lime Street & Manchester Piccadilly Station, Network Rail
The solution
The DSSS app leverages Liberty Create’s native mobile app capabilities, allowing staff to log checks in real-time while on their patrol routes around the station.
At the same time, the back-office management of the Station and support staff can check the status in real-time and ensure compliance with the checking regime expected by the DfT and Network Rail Standards. It allows Shift Station Managers to evaluate and respond to any incidents that may have been identified.
Key features of the DSSS app:
Unique login: Network Rail and Contractor users are assigned a unique login, functioning as a digital signature that enhances accountability and traceability of activities performed
Register the start and end of a search: Digital format enabled the start time to be recorded automatically, ensuring compliance with regulations
Dashboard: Easily available for management to view with all information available at a glance
Real-time logging: Officers complete checks directly on their mobile devices, which updates the system immediately or automatically when back on-line
User friendly: The app has an intuitive interface, allowing new staff to navigate it easily with minimal training – around 10 minutes. This key requirement ensures that the app is suitable for increased staffing at short notice
Offline capability: Designed to function even in areas with poor connectivity, such as underground zones, ensuring no disruption in operation
Reduced paper usage: Contributing to Network Rail Environment & Sustainability goals (ESG) and making it easy to access historical data for incident investigations or to support audits and controls
Incident log: Staff can register that there has been an incident within the app while they are on their search, allowing the duty shift manager to investigate, review and sign off the actions taken.
Prior to the introduction of the DSSS app, each zone of a large station would have a binder for staff members to sign to confirm they had completed each patrol. Each station might have a stack of binders for each zone. These could be lost or damaged and quickly became difficult for shift managers to locate evidence of an individual patrol.
At the start of a night shift, a member of the security team would print out the blank set of forms for completion for the next 24-hour period – adding dates and hitting print – taking up the first hour or so of their shift. The cost of paper, ink and real-estate space and impact on the environment are other benefits of the shift to digital.
After each completed patrol, the security staff had to go back to the shift managers desk to sign the form or radio across to confirm to show the patrol was completed. As this is now done on the move via a mobile app, this saves a few minutes on each patrol. These incremental savings amount to several hours per shift, which is now utilised on security and customer-facing tasks.
The Security Team no longer need to print out the blank set of forms at the start of each night shift for completion for the next 24 hours – meaning the first hour of their shift is now spent on patrol instead of handling admin.
“The launch of the DSSS app at King’s Cross Station has significantly reduced paperwork, improved reporting accuracy and insights, and freed up valuable time within each shift. This time, once spent on administrative tasks and office reporting, is now dedicated to enhancing station security.”
Laura Murphy
Project Manager Kings Cross Station, Network Rail
The result
Time savings: Officers spend less time on paperwork and returning to a desk to sign a form – reports show a saving of several hours each shift, allowing more focus on security patrols and customer-facing duties
Reduced paper usage: 100% reduction in paper use, improving archiving and storage of records
Improved accuracy: Real-time data entry minimises errors associated with end-of-shift documentation
Supervisor visibility: Supervisors see updates being recorded on a board in real-time, meaning they notice any anomalies to check in with staff for updates in case of any problems and can manage the workload better
Staff fatigue: The app has a positive impact on fatigue, for staff who already walk many miles in each shift
Enhanced accountability: The system’s digital footprint helps to ensure accountability, as each entry is time-stamped and tied to an individual user – providing assurance to Network Rail and also each member of staff using the app
Better data management: Historical records are easier to access for review during incident investigations, aiding in decision-making and safety improvements
Evidence: Records of any breaches from retail tenants (such as forgetting to lock a door) helps to explain the scale of the breaches to the tenant and enables them to train staff to improve practices
Ensures full compliance: The Security Teams work to the National Rail Security Programme; the increased accuracy and record keeping ensures perfect compliance with the regulations
Third-party use: Contractors, Police Officers and other third parties can be given temporary access to the app on occasions when needed.
Enhancing operational efficiency
The introduction of Digital Station Security Search application has transformed security operations at Manchester Piccadilly, King’s Cross Station, Liverpool Lime Street station and Birmingham New Street station. With significant reductions in paperwork, increased accuracy in reporting and enhanced accountability, security teams can focus on their patrols and engaging with customers.
Network Rail are considering how to roll out a similar app for the Station Control Office due to the importance of the management being able to track the incidents and checks in near real-time.
Network Rail remains committed to continuous improvement, utilising low-code and automation across the network to enhance operational efficiency.
