Case Study:
Modernising Government Records with AI
Our Client
About The Organisation
Our client, a central government authority responsible for civil registration across England and Wales, holds over 280 million records covering births, marriages, adoptions, and gender recognition. These records represent some of the UK’s most historically and legally important data.
While over half of these records were already digital, approximately 126 million remained in physical formats like paper and microfilm – some dating back centuries. Many of these were deteriorating, and even the digital versions were often image-only, limiting their usefulness.
To futureproof access, reduce reliance on physical records, and improve usability for the public and other departments (e.g. for identity verification), the authority launched a programme to scan and transcribe its full archive at scale. But due to the age, variety, and quality of these records, the work would require advanced technology, particularly AI, to deliver the volume and accuracy needed.
Our role
Rising Tide AI was brought in to serve as the Authority’s AI and technology advisory partner throughout the procurement, planning, and delivery of the scanning and transcription services.
This was a high-stakes national programme – involving legacy systems, fragile data, and tight timelines – so getting the strategy, tools, and suppliers right from day one was critical. We worked closely with the internal programme team to ensure the right tools were selected and applied responsibly.
Our work included:
- Defining and documenting technology and service requirements
- Drafting procurement and contracting materials
- Leading market engagement events and supplier assessment
- Advising on AI and automation feasibility, accuracy, and governance
- Supporting implementation planning and staged rollout
- Ongoing service management to monitor delivery and KPIs
We also provided input on managing risk and setting realistic expectations around what AI could do, and where human oversight remained essential. This pragmatic, blended approach helped position AI as an assistive tool rather than a replacement, earning wider support across departments.
Results & benefits
The procurement process was completed successfully, leading to a £30m contract award for scanning and transcription. The service launched on schedule and scaled to the required volumes, with technical and operational milestones met throughout.
- AI and automation were embedded into the delivery process from the outset
- The rollout was phased, controlled, and measurable
- The solution is now improving access to vital records for both the public and other departments
- Rising Tide AI’s engagement was extended multiple times, reflecting the Authority’s confidence in our ongoing strategic and delivery support
Conclusion
Digitising over a century of civil records is no small task, especially when the data needs to be accurate enough to power identity checks and serve the public at scale.
By combining deep sector knowledge with practical AI expertise, Rising Tide AI helped ensure the authority’s ambitious transformation programme launched with confidence, clarity, and control. We played a key role in shaping how automation could support quality, not compromise it – and helped make one of the UK’s most valuable data archives fit for the future.