The three-man IT department maintains a network of over 200 PC workstations and 12 servers.
Jon Miller, Network Systems Administrator and David Sheibels, the Porter County C-Comm 911 Director worked with Sheriff Reynolds and Authorized DocuWare Partner, Information & Records Associates, Inc., to outline the department’s requirements. The Sheriff’s Office wanted a system that would streamline their existing workflow, reduce manual processes, as well as speed up the filing and retrieval of documents. With the budget crisis Porter County was facing, the Sheriff also wanted to leverage his staff’s time to better utilize their most valuable skills by reducing mundane document administration tasks.
Information & Records Associates, Inc. implemented DocuWare and the, INTERNET-SERVER, CDMAKER and LINK modules. A Systems License, seven FULL FUNCTION LICENSES and an unlimited site READ-ONLY license were also part of the solution. In addition, the Sheriff’s Office purchased a file server, CD jukebox server and four Fujitsu scanners.
Today, all of the warrants are scanned into DocuWare and indexed by the Warrants Division. Now, when a warrant verification call comes into the dispatch center, the dispatcher never needs to leave their desk. With a click of a button, the warrant can be verified as active and an arrest can be made immediately. After a warrant has been served or disposed of it is moved to a separate filing cabinet.
The records staff scans and manually indexes all of the previous day’s case reports in less than one hour. By 8:00 a.m. all case reports from the previous day are available in DocuWare.
“Warrants and case reports are very time sensitive documents for us. In less than an hour, the documents are digitally available for quick access by our detectives and dispatchers,“ said Jon Miller.
Speeding tickets are scanned every few weeks. Though the county is still required to store a paper copy of the ticket, the time savings are clearly seen on the retrieval side. With only a few basic index fields, retrieval is quick and painless.
The jail is actively scanning all of their internal booking forms then shredding the paper documents. Because the documents are not time sensitive and are only accessed by administrative personnel, they are only scanned once a week. In a four to six hour block, the week’s booking information is digitized.