A Large Corrections Agency

Business Challenges for Government Agency
With the help of Advanced Data Systems, a government agency implemented a content management solution to manage an overwhelming number of correctional inmate records. Their central records department currently scans approximately 120,000 images per day, with an additional 25,000 scanned and indexed on a daily basis by an outside agency into the content management system. The agency also uses Enterprise Report Management (ERM) software to file Photo ID and Admission Summary Reports. Currently, approximately 500 users have access to the system. The agency anticipates that the system will be expanded to over 2,000 users.

Advanced Data Systems assisted the agency in selecting a system to meet the following criteria:

  • scalability
  • web infrastructure
  • ease of use and training
  • flexible customization
  • client centered approach


The implemented solution enables the agency to continue to expand to additional departments and users, without requiring extra customization or programming. In addition, leveraging the system’s web infrastructure allows public access to inmate documentation with little administration required by the agency or ADS. With its client-centered approach, the agency not only has instant access to inmate records, but more importantly, the integrity of the data within the records is maintained.

Benefits

  • Reduced document retrieval time
  • Decreased storage space
  • Relocation of 20 employees to more productive positions
  • Realized return on investment in less than 6 months


The agency now uses their system to capture, store and retrieve all inmate records, totaling approximately 9.1 million. Using the web client, agency users as well as the public can now access inmate record files within a matter of seconds. This has proven to be especially beneficial when multiple parties require simultaneous access to records—the system allows "parallel processing" of documents, which enables multiple parties to view the same information at the same time.

Implementing this efficient system of capture and retrieval has allowed the agency to reallocate 20+ employees, previously dedicated to filing, to more beneficial work within the department.

Some of the benefits identified by the agency as most critical relate to public safety. As with all criminal justice and law enforcement agencies, public safety issues are the number one priority. With the implemented content management system, the agency is now able to retain critical documents relating to case management for an indefinite period of time. These documents can now be retrieved and reviewed by multiple administrators or departments simultaneously and with immediate access. Upon request, they can e-mail digital photos or documents anywhere in the world within seconds.

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