News

Post Office Ltd, a cornerstone of the UK’s retail and financial services landscape, has long prioritised the safety and security of its extensive estate. In 2011, Post Office Ltd forged a strategic partnership with Kings Secure Technologies (KST) to enhance its security and risk management capabilities. This collaboration took a significant leap forward in 2022 with the deployment of KST group company, Quidvis Ltd’s advanced Fire Risk Assessment (FRA) and Fire Door Inspection (FDI) service, addressing critical compliance and operational challenges across 150 high-risk and strategically important sites.

Client Background

Post Office Ltd operates a vast network including high-risk secure sites, training offices, head office locations, directly managed branches and cash centres. To date, the value of the fire risk management project stands at £225,000, covering 150 locations nationwide. The scale and complexity of Post Office Ltd’s estate necessitate a robust, reliable and evidence-based approach to fire safety compliance and risk management.

Challenges Before the Quidvis Solution

Prior to implementing the Quidvis solution, Post Office Ltd and its previous fire risk management provider had already established a robust foundation for compliance and reporting. Through the existing portal, evidence-based assessments were conducted, clear processes for remedials were followed, and documentation standards were maintained. These measures ensured structured workflows and supported compliance initiatives effectively.

However, despite these solid foundations, there were still areas where further improvements could be made:

• While documentation and reporting were structured, opportunities existed to further streamline how information was retrieved and shared across teams.
• The process of job delegation and follow-up on remedial actions, though clearly defined, could benefit from greater efficiency and automation.
• Some reliance on paper-based or manual systems remained, which could result in occasional delays and made achieving a fully comprehensive audit trail more challenging.

These challenges highlighted areas where an intuitive, real-time digital solution like QuidvisRisk could deliver additional value.

Solution Overview: FRAs and FDIs from Quidvis Ltd

KST group company, Quidvis Ltd introduced a digital-first, intelligence-led approach to fire risk management. Quidvis specialises in evidence-based Fire Risk Assessments and Fire Door Inspections, underpinned by proprietary technology and a cloud-based risk management portal—QuidvisRisk. The solution is delivered by highly qualified and directly employed assessors, all holding at least a Level 3 Award in Fire Risk Assessment, and supported by BAFE SP205 Gold Standard certification.

Implementation Process

Transitioning from a paper-based system to a digital platform required careful change management. Quidvis and KST facilitated this through:

• Comprehensive training sessions, including one-to-one coaching for Post Office Ltd colleagues
• Leveraging Microsoft Teams to deliver remote training, reducing travel and associated costs
• Providing step-by-step guides and an accessible help section within the QuidvisRisk portal
• Rolling out the system to both Post Office Ltd and KST teams to ensure consistency

This approach minimised disruption, empowered users and ensured a smooth migration to the new digital platform.

Key Features and Benefits of the Quidvis Solution

• Evidence-Based, Consistent Reporting: Assessors use the QuidvisRiskApp to capture detailed, photographic evidence of fire risks and door defects. Reports are generated automatically, ensuring consistency, accuracy and traceability.
• Comprehensive Digital Platform: QuidvisRisk eliminates paper and Excel reports, offering a single, cloud-based platform for assessment, reporting and remedial management. The “Golden Thread” of information is maintained for full auditability.
• Real-Time, Live Documentation: Reports and remedial actions are instantly available, enabling rapid follow-up and resolution of outstanding issues. Asset tagging of doors further streamlines compliance tracking.
• Environmental Benefits: The move to a fully electronic, cloud-based system reduces the carbon footprint, aligning with Post Office Ltd’s sustainability objectives.
• Cost and Time Savings: Automated reporting and digital workflows free up assessors to focus on on-site assessments, reducing administrative burdens and expediting compliance processes.
• User-Friendly Interface: The platform is intuitive, easy to navigate, and supports multiple permission levels for user access. Images and visual data enhance the clarity and usability of reports.
• Integrated Remedial Management: Clients can allocate jobs to internal or external contractors, track progress and maintain a complete audit trail with photographic evidence of completed works.
• Competitive Pricing and Proprietary Technology: QuidvisRisk is competitively priced and owned by the KST group, ensuring ongoing innovation and support.

Measurable Impacts

Since the implementation of Quidvis FRAs and FDIs, Post Office Ltd has observed significant improvements across several core metrics:

• Standardised and consistent approach to fire risk management across all sites
• Faster, more reliable reporting with easy sharing of outstanding remedial actions
• Enhanced productivity through reduced administrative workload
• Improved visibility and prioritisation of high-risk sites
• Live, up-to-date documentation that facilitates swift resolution of issues
• Asset tagging and photographic records supporting compliance and audit requirements

The ongoing programme allows Post Office Ltd to control the number and priority of assessments, ensuring that the solution remains flexible and tailored to organisational needs.

Client Testimonial

Kate Giles, Property, Facilities and Safety Specialist at Post Office Ltd, highlights the strategic and operational value delivered:

“QuidvisRisk has made managing fire risk much easier by providing real-time visibility, streamlined workflows, and the intuitive dashboard is extremely useful and easy to navigate. Moving to a fully digital platform has improved efficiency, supported our sustainability goals, and made compliance simple and transparent.”

Conclusion: Ongoing Programme and Future Outlook

The partnership between Post Office Ltd, KST and Quidvis Ltd exemplifies the benefits of combining expertise, advanced technology and a commitment to continuous improvement. The cloud-based, evidence-driven approach has not only resolved legacy challenges but also positioned Post Office Ltd for ongoing compliance, operational efficiency and environmental responsibility. With a highly skilled support team, proprietary technology and a flexible, client-controlled programme, this partnership serves as a model for fire risk management in complex, multi-site organisations.