IKON DISCImage — Honolulu Police Department Case Study
Honolulu Police Department
Honolulu Police Department Improves Productivity Implements Imaging and Document Manage-
SOLUTIONS
CHALLENGE
♦
Cumbersome and
labor intensive operations
♦
Approved - provides an
extra level of security for
specific documents
♦
Delays in responding to requests for
records from Officers and the Public
♦
Unapproved - Denies
viewing access to operators without specific security rights
♦
Misfiled Reports
♦
♦
File and Retrieval
backlogs
Secured - Enables specific users in a group to
view or process documents
♦
Confidential - Documents
secured as confidential
need appropriate security
♦
Encrypted - Documents or
images secured as Encrypted cannot be viewed
outside of DISCImage
RESULTS
♦ Capture black and white
photos and color prints
and link them to the report
file.
♦ Link all scanned images to
our RMS system.
♦ Using automated workflow
process, route images of
specific reports for data
entry into RMS system.
♦ Using automated workflow
process, route all incidents and other reports to
specified Criminal Investigative Division (CID) supervisors for assignment.
♦ Allow users with appropriate security to retrieve
documents.
♦ Using workflow, automate
the process for follow-up
and closing reports.
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IKON DISCImage — Honolulu Police Department Case Study
By Randolph Burns, IKON Business Imaging Services
“It is very difficult for law enforcement to operate effectively solely within a paper-based
workflow system,” says Jack Fisher, Vice President of Operations for IKON Office Solutions’ Data Image Systems business unit. “Even in paradise,” Jack states, “there is
criminal activity, but technology can improve the process of monitoring and delivering
justice.” The Honolulu Police Department (HPD) serves as the primary law enforcement
agency for the island of Oahu. Current staffing is approximately 1,900 police officers and
400 civilians. The department serves a population of approximately 850,000, as well as 5
million visitors annually. While Honolulu generally has the lowest crime statistics of the
US’s 20 largest cities, criminal activity and service demands are growing.
CHALLENGE
The speed and accuracy of a paper driven workflow process had many flaws when it
came to serving the people. Previous studies within the Department identified the shortcomings created by this process:
HPD sought an imaging/document management system that would integrate their present mainframe, Records Management System (RMS), and enable the Department to
meet certain goals and objectives. The overall goals were to enhance service, optimize
information flow among Department units, and improve productivity and effectiveness
within the Department and to the public. In addition, moving toward a less paperintensive environment while specifically improving enforcement of Temporary Restraining Orders/Court Protective Orders were also critical objectives.
SOLUTION
The Department chose IKON’s DISCImage as an imaging and document management
application. Now the Department can adhere to a concise and productive workflow
process. Their information flow is now automated, allowing immediate access by officers and the public. Because of the nature of the Information, the solution had to include
a high level of security features and the ability to be compatible with their existing RMS.
Specifically, DISCImage provides extensive security features for sensitive and confidential documentation. The documents have seven levels of security. Brief descriptions of
security levels are as follows:
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IKON DISCImage — Honolulu Police Department Case Study
The application features an image enabling link to the Department’s RMS, providing a Dynamic Data Exchange (DDE) for indexing and query. DDE can import current index data
from the RMS and automatically enter the information into one or more indexing fields,
saving time and keystrokes. The IKON DISCImage application applies itself to law enforcement workflow perfectly, and specifically met the demands of the Honolulu Police
Department.
Paper documents are scanned, then retrieved for the initial stages of indexing. After all
indexing fields are completed, the information is saved. Saving triggers a parallel workflow process that stores and assigns information based on client-specified criteria. For
HPD, these automated events eliminate miss-filed reports, filing and retrieval backlogs.
Officers now have the opportunity to expeditiously investigate and begin follow-ups on
their various cases. Beyond this, Lieutenants now have the option of reviewing follow-up
documentation and granting Approval/Disapproval status.
The automated workflow has enabled HPD to enhance several of their business processes, such as Incident Reporting, Geographical Restrictions, Court Protective Order
Processing and Investigation. Currently, approximately 600 incident and motor vehicle
collision reports are generated daily, averaging 2 to 4 pages per report. With the automated workflow, Incident Reports are prioritized and immediately assigned for investigation. Turnaround time has been greatly reduced.
Investigators are no longer hindered by paper workflow’s inability to combine and retrieve information from various sources and storage facilities. DISCImage can also create
and utilize custom and ad hoc reports. An integrated Cashiering and Accounting Module
has also been implemented at the HPD and provides Records Clerks the ability to charge
for producing copies of documents. This feature accommodates members of the public
that make counter requests, as well as insurance companies.
RESULTS
The HPD, as a result of the implementation of IKON’s DISCImage, can now successfully
scan all incoming reports, arrest and booking forms, and follow-up reports.
“We are extremely happy,” said Captain Tim Slovak of the Honolulu Police Department. “The implementation of IKON’s DISCImage was a sound investment towards improving our ability to serve the people of Honolulu today, with an eye towards preparing
us for the technology advancements of the future.”
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www.DISCImage.com sales@discimage.com