A long-serving cemetery records system could soon be laid to rest as councillors consider a digital overhaul aimed at improving accuracy and access for bereaved families.
Torridge District Council is being asked to approve plans to replace its existing CemeteryPro system with a cloud-based alternative, PlotBox PRO, amid concerns the current platform is outdated and no longer fit for purpose.
The council manages four cemeteries across the district and handles between 80 and 100 burial or ashes interment applications each year. Alongside this, the cemeteries team is responsible for granting burial rights, processing memorial applications, managing exhumations, and maintaining health and safety standards.
Despite generating limited income, the service fulfils statutory duties and plays a key role in supporting families during sensitive periods, with accurate and accessible records described as critical to its operation.
The report, dated Monday, April 27, outlines how the current system relies heavily on manual processes, lacks public-facing access, and carries risks linked to data inaccuracies. These issues could increase the likelihood of errors, including the misallocation of burial plots, and place additional strain on staff.
Under the proposal, PlotBox PRO would introduce a single digital system of record, including mapped burial plots and online access for staff, funeral directors, memorial masons, and the public.
The system is already in use at several councils in the South West, including Somerset, Bristol and Bournemouth, Christchurch and Poole, and is intended to modernise operations while improving efficiency and reliability.
The report states the new platform would reduce operational errors, improve service delivery, and support digital transformation. It would also allow for better data sharing and continuity as part of Local Government Reorganisation, with a scalable system that is independent of local infrastructure.
Financially, the first year of implementation and subscription is expected to cost £37,298 plus VAT, followed by an annual fee of £4,500 plus VAT, funded from council reserves.
The report highlights legal and reputational risks if the current system remains in place, warning that inaccurate records could lead to disputes, compensation claims, and a loss of public confidence in bereavement services.
It also points to wider benefits, including reduced paper use, improved accessibility through online services, and enhanced data security through modern authentication systems.
Councillors are being asked to approve funding for the new system, with the report concluding that replacing the existing software is essential to maintain and improve the service while ensuring resilience for the future.
