Superintendent Shane Baker of the Police Digital Service (PDS) used the National Gamekeepers’ Organisation conference to set out how the planned replacement for the National Firearms Licensing Management System (NFLMS) could change the way forces handle applications – and whether it can realistically ease long waiting times.
Baker said the current landscape is defined by risk, public scrutiny and inconsistency. Firearms licensing is inherently high-risk work and any incorrect decision can have serious consequences. At the same time, applicants are left chasing updates, generating what he described as “failure demand” as forces struggle to keep pace. Across 43 forces there are 43 business processes, 43 decision-making approaches and what amounts to a postcode lottery for certificate holders.
PDS is aiming to tackle this by replacing what is essentially a database with a modern, workflow-driven case management system. The vision is for an online application process that helps applicants complete the correct form, upload the right documents and pay the correct fee first time. In theory this would remove much of the manual triage, scanning, checking and refunding that currently absorbs firearms licensing teams before any risk-based decision making even begins.
A new caseworking component is also central to the plan. Many forces are currently relying on contingency measures, such as Office 365, SharePoint or generic records systems, to manage their workloads. Baker said the new system is intended to bring these functions together, with built-in workflows and clearer visibility of each application’s progress. Automated status updates would keep applicants informed and reduce incoming calls.
Better information access
Another key strand is better access to information. As more data becomes available to licensing managers, the burden of scrutiny grows. Baker argued that technology should be used to summarise and present relevant information, rather than simply adding more checks. The new platform is also expected to support more secure data sharing between forces and other agencies, helping deal with issues such as applicants with second addresses or moving between police areas.
Baker also highlighted the potential to move away from paper certificates, subject to legislative change. He pointed to the cost of certificate stationery, postage and staff time, and suggested that savings could be reinvested elsewhere in firearms licensing.
On timescales, the tender process for the replacement system closed in the third quarter of this year, with what Baker described as a strong response from the market. A preferred supplier is expected to be agreed in early 2026, with solution delivery planned for late 2026 and deployment to forces from mid-2027.
However, Baker was clear that technology alone will not solve the backlog. He described the “technology stack” as less of a concern than aligning 43 different sets of business processes and bringing forces on a journey towards a single, more consistent approach. For firearms licensing teams under pressure now, the new system may offer a significant opportunity.
