Digitalising interview recording to reduce cost and improve efficiency

The challenge

A UK government department needed to modernise an interview recording and storage process that relied on tape recordings and paper-based forms. Interview information was completed by hand, then physically filed and stored alongside the recording for evidence and future reference. 

The process was manual, slow and inefficient, and in some cases the accuracy of the information was challenged. With more than 5,000 interviews taking place each month across video calls and face-to-face conversations, the department needed a secure digital alternative. 

The department needed to capture high-quality recordings alongside interviewees’ answers and supporting documentation, creating a record that could be readily accessed when requested by interviewees, legal representatives, internal supervisors or other relevant parties. 

The Recordsure solution

The department introduced Recordsure technology to replace its tape and paper based approach with a secure digital process for recording interviews and capturing associated information. Recordsure’s Conversation Intelligence creates digital records of interviews and the supporting information connected to them. 

Capturing interviews digitally

Recordsure’s Conversation Intelligence technology enabled interviewers to securely capture high-quality audio recordings of both face-to-face and remote interviews. 

 For this implementation, the digital recording solution complied with the PACE Act as a Secure Digital Network Solution, replacing legacy PACE tape recorders and speeding up interview setup. 

Replacing paper-based interview forms

The department also moved its pre-set interview questions from paper to digital forms. Interviewers could complete the required information digitally, with the form uploaded alongside the corresponding interview recording. This removed the need to manually complete and store paper forms and improved how interviewers used their time and skills. 

Bringing interview evidence together

Interview recordings and forms were stored securely together and made available for review through a central web-based environment. 

 This created searchable case files and a clear digital audit trail for interviews, replacing records previously split between physical forms and tape recordings. Interview audio and a government-branded PDF containing the form could also be downloaded for sharing with relevant parties. 

The outcomes

• Moving from paper forms and tape recordings to a digital process delivered measurable cost and efficiency savings for the department. 
• Removing paper from the process generated an annual saving of £125,000, while faster interview setup and completion saved an average of 4.4 hours per case. 
• Data gathering and analysis became three times faster, reducing from 22 days to less than seven days. The ability to conduct multisite, multi-party remote interviews also reduced expensive travel and subsistence costs for case workers and interpreters. 
• The department also gained easily accessible and searchable case files, with interview recordings and associated information stored digitally for future review and reference.