Lost and Found Property Software System
Retrieva is a lost and found software platform that can be configured to support Lost and Found property in a range of sectors.
Retrieva is a lost and found software platform with a series of configurable software components that allow it to effectively manage organisation's personal property in a range of different sectors. An online solution - Retrieva can be easily integrated into any customer facing website.
Whether it's criminal justice sector organisations needing to tag and secure seized property, public transport needing to return lost property to passengers, hospitals needing to manage patient inventory, or the management of lost property at large events, Retrieva meets specific personal property management requirements of different organisations.
Retrieva's core functionality includes:
- The ability to capture information about lost, found, evidential or seized property.
- Automatic property matching and quick search functionality.
- Ability to create management reports.
- Unique property item logging which allows every piece of property to be, bagged, tagged and tracked with complete accuracy.
- Defined interfaces allow Retrieva to link to external applications to validate addresses or to allow other systems access to property information.
Lost Property at Events and in Public Places
Organisations which manage high numbers of people, such as stadiums, festivals, museums and universities, often have the need to manage and effectively return items of lost property to their customers. Retrieva can be provided to an organisation or event with a branded online lost property solution which can be provided on a one off, infrequent or ongoing basis.
Retrieva can help organisations significantly reduce lost property costs and administration overheads whilst delivering operational and customer service improvements. It can be flexibly configured to meet precise needs.
Lost Property & Exhibit Management
PDMS have extensive experience in this area and have been working with West Midlands Police for over 10 years - delivering and supporting a lost and found and evidential property management system. In terms of functionality the system deals with:
- Storage of property records
- Searching for property
- Seal management
- Automatically generated reminders
- Property Disposal
Retrieva manages the complete property process from the moment items of property are seized or handed in to the police, through to their ultimate return or disposal. Virtual secure areas allow confidential and sensitive property items to be managed without letting the wrong people know about it.
Over 80 police stations and all property offices across the West Midlands now use PDMS for lost property management. The system, which is accessible to over 8,000 officers and support staff via the force's Intranet, now holds information on over 2 million items. It has saved West Midlands Police administration time and costs, whilst significantly improving the return rate of found or recovered property. Read the full case study.
The solution enables the police to easily produce pro-active "intelligence-led" policing reports and to analyse possible trends, for example, lost passports reported by area or time-frame.
Public Transport Lost Property
Many rail networks (white paper here), bus companies, ferry operators and airports still manage lost property through paper-based systems. The potential for inefficiencies extends to internal operations too, making lost property management a time consuming and costly part of a business, with little or no ability to audit. This can makes lost property management an operational burden rather than a valuable service.
Retrieva can ‘remove the pain’ of lost property management, delivering measurable benefits in the following ways:
- Reduced time and cost overheads
- Provision (and maintenance) of a single system
- Increased number of items successfully returned to passengers
- Management reports created on demand
- Helping operators meet ISO 9001 Quality Accreditation
- Lost & found property is a high profile operation, with lots of potential for ‘good news stories’.
Enhancing Customer Service
Implementing Retrieva delivers customer service improvements through improving the proportion of lost property returned to customers. Retrieva delivers peace of mind and an improved customer experience for customers who have the confidence that their essential possessions – whether a phone, wedding ring or teddy bear – will be found and returned to them if lost.
The customer service improvements are an important aspect of competitive advantage, with delivering positive customer experiences through restoring of lost property to customers engendering their loyalty and repeat custom, and with significant brand benefits.
Traditionally lost property has been managed through manual, paper-based systems. This is an ineffective way for passengers to report property lost, and equally importantly it is time consuming for operational staff and there is limited ability to audit the process. This makes lost property an operational burden rather than something which adds real value.
Replacing existing systems with Retrieva deliveries tangible operational benefits; not only will it reduce the time and cost of lost property management and allow reports to be created on demand, but it will ultimately improve the proportion of lost property restored to your customers. Retrieva removes the 'pain' of lost property management.
Find out how Retrieva has helped Aberdeen International Airport to return more lost property to customers.
Hospital and Patient Property Management
The ability to manage and safely return deposited or surrendered property makes Retrieva an ideal platform for managing personal property in hospitals, care homes or even prisons.
PDMS are currently developing a version of Retrieva that is suitable for use in hospitals and conforms to the 'Guidance for NHS Health bodies on the secure management of Patients' property' produced by NHS Protect. PDMS will be able to provide this on a managed service basis giving NHS Trusts access to a system that will help them ensure property is returned safely to patients. It will also generate any necessary documentation including receipts when property is returned to patients which will help reduce claims for missing property.