Simplifying secure communications procurement for police forces

Finding a reliable communications supplier is rarely an easy task. Public sector procurement processes often include several stages to validate supplier assurance, data security, governance, compliance checks and evidence of tangible social value. Supplier selection for police services is no exception.

Government frameworks can streamline procurement by pre-checking a supplier’s accreditations and performance to ensure they are compliant before approving their status. These frameworks help assess supplier compliance and risk management more effectively, reducing the burden on internal procurement teams.

What does supplier compliance and risk management actually involve for police forces?

Strategic supplier management in policing goes beyond basic commercial due diligence. Where a supplier processes personal data on behalf of a police force, under UK GDPR, the force remains the data controller and has overall accountability for compliance. 

For secure communications suppliers specifically, procurement teams typically need to assess:

• Information security management and the presence of a valid ISO 27001 certification
• Cyber resilience, with Cyber Essentials Plus certification
• Physical security of the production facility, which, for police data, means Police-Assured Secure Facilities (PASF) certification
• Data processing agreements
• Business continuity and disaster recovery capability, evidenced by ISO 22301

Without the pre-procurement checks, the responsibility to collect, review and record documentation falls on the buyer. This process can add unnecessary time to a lengthy tender process. 

Supplier risk management is important for UK police forces because if something goes wrong, it is more than just an operational problem. A supplier’s mistake with personal data can bring scrutiny from the ICO, lead to enforcement action, and harm your reputation. Ensuring supplier assurance from the start is much easier and less costly than dealing with problems later.

Framework procurement as an efficiency tool

Pre-approved government procurement frameworks help make the process easier. Suppliers on these frameworks have already been thoroughly assessed, their credentials are valid and follow legitimate best practices. The process is fully compliant with public procurement rules, so much of the work is already done.

For police forces, the two most relevant frameworks for secure communications services are:

• RM6280 Postal Services and Solutions, managed by the Government Commercial Agency (formerly Crown Commercial Service). Lot 6 covers postal services and solutions, and runs until October 2027. Forces can access it through a direct award for lower-value contracts or a mini-competition where the requirement is more complex. Either route is significantly faster than an open tender.
• G-Cloud 14, the government’s cloud services framework, through which cloud-based document and communication workflow services are available. G-Cloud operates on a direct award basis, meaning forces can appoint a supplier without running a competitive tender process at all, provided the service meets the requirements.

Both frameworks are available for police forces as well as other law enforcement agencies and public sector organisations. Using them improves your governance with a clear, auditable record of your standards and supplier selection.

Datagraphic’s Aceni Mail is listed on both RM6280 and G-Cloud 14, with the security credentials required by each verified as part of the listing process.

The role of ESG and  social value in procurement

Social value is no longer a secondary priority in public procurement. The Procurement Act 2023 came into force in February 2025 and places a duty on contracting authorities to embed social value throughout the contract lifecycle, not just at the bid stage. Additionally, PPN 002 requires that social value have a weighting of up to 10% in all public sector tenders.

ESG performance and embedding social value are routinely evaluated as part of procurement decisions. Validating a supplier’s environmental, social and governance credentials is not simply a box-ticking exercise; it’s about demonstrating values aligned to creating genuine purpose. 

At Datagraphic, we are proud of our ‘Triple Lock’ approach to embed ESG goals throughout operations:

• A Certified B Corp score of 89.5 in the B Impact Assessment, across the environment, workers,  community, customers and governance. 
• SBTi-approved and validated net-zero targets, with a science-based strategy to decarbonise its entire UK operations, including 311,000 kWh of solar panels installed across its two UK sites
• UN Global Compact participant, aligning business operations with the world’s largest sustainability initiative

If you need to demonstrate clear social value when choosing a supplier, these credentials provide strong, independently verified evidence rather than self-reported claims.

Public sector communication workflows and what compliant delivery looks like

Procurement managers also need to be sure that the supplier’s operations fit within public sector communication workflows without creating new governance risks.

Aceni operates as a secure, cloud-based platform with UK-based production, access-controlled environments, and full audit trails for every document produced. Secure outbound communications are transmitted through encrypted connections, processed within Datagraphic’s PASF-accredited facility, and dispatched without manual handling of document content. Every stage is logged, and compliance teams can access production reporting to support their own internal governance requirements.

This matters because communication workflows in police forces play a critical role. If you can’t prove a Notice of Intended Prosecution was sent in time to the right address, it may not stand up in court. The audit trail makes your communications legally robust.

Choosing a supplier that reduces procurement risk

Selecting a pre-approved supplier with verified security credentials and documented ESG performance streamlines procurement processes without sacrificing governance standards. 

Datagraphic is approved to supply secure hybrid mail solutions on procurement frameworks covering the public sector and heavily regulated industries. With its work across local authorities, the NHS, police forces and financial services, buyers can make informed decisions proven with over 30 years of experience. 

For busy procurement professionals or category managers, this efficiency strengthens transparency, supports governance requirements, and helps demonstrate that appropriate due diligence has been undertaken.