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Ron Hickman, Constable Harris County Precinct 4

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Ron Hickman, Constable Harris County Precinct 4

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    1. Ron Hickman, Constable Harris County Precinct 4 Presents Moving Towards a Paperless Workplace IntroductionIntroduction

    2. E-Citations and Electronic Records Management How computer technology lowers costs and enhances productivity in law enforcement. Citations have been used by law enforcement officers for decades as a means to summon violators to court for minor infractions of the law without the need for a formal arrest and immediate appearance before a magistrate. Electronic citations provide a greater opportunity to manage the flow of information as well as the actual records from their initiation until their transmission to the court.Citations have been used by law enforcement officers for decades as a means to summon violators to court for minor infractions of the law without the need for a formal arrest and immediate appearance before a magistrate. Electronic citations provide a greater opportunity to manage the flow of information as well as the actual records from their initiation until their transmission to the court.

    3. I. E-Citations Saving Time, Saving Money Citations are a necessary part of traffic law enforcement, but hand written citations are slow to produce, time and labor intensive, and expensive to store. There is a better way.Citations are a necessary part of traffic law enforcement, but hand written citations are slow to produce, time and labor intensive, and expensive to store. There is a better way.

    4. Citations: The old fashioned way The practice of hand writing citations was the original method and is still the dominant means in use today in most law enforcement agencies.The practice of hand writing citations was the original method and is still the dominant means in use today in most law enforcement agencies.

    5. The cost of handwritten citations Nearly a quarter of a million dollars in the year 2000, for the Precinct Four Constable’s Department alone. Processing paper, checking for errors, and preparing transmittals to courts can be time consuming as volumes increase. There are eight other departments. On the average, it takes about ten minutes to hand write a citation. Factoring the cost of a single, printed, multi-part citation, and the cost of a deputy’s salary for that ten minutes, the cost to Harris County is $2.93 for each citation written by hand. In the year 2000, the Precinct Four Constable’s Department issued approximately 76,000 citations, at a cost of about $222,000.00 Add to that the cost of clerical and supervisory activities in reviewing, approving, cataloguing, and storing and the costs increase even more. Each citation must be put through this process before the transmission to court where the case is actually initiated and becomes placed on the docket.On the average, it takes about ten minutes to hand write a citation. Factoring the cost of a single, printed, multi-part citation, and the cost of a deputy’s salary for that ten minutes, the cost to Harris County is $2.93 for each citation written by hand. In the year 2000, the Precinct Four Constable’s Department issued approximately 76,000 citations, at a cost of about $222,000.00 Add to that the cost of clerical and supervisory activities in reviewing, approving, cataloguing, and storing and the costs increase even more. Each citation must be put through this process before the transmission to court where the case is actually initiated and becomes placed on the docket.

    6. The E-Citation Process Increased productivity with the computer. Instead of having to laboriously hand write all the information on each form, which is necessary on printed citations, deputies are able to type in much of the required citation information at the beginning of their shifts. The deputy’s name, badge number, a court appearance date, and other data which is unchanging for that shift, can be entered only once, and will appear on all citations issued on that shift. Issuing citations by typing information on a computer form can reduce the time required to prepare the citation by 25% or more. Information can be electronically captured, such as drivers license or vehicle information from magnetic strips on the license or bar codes from the vehicle windshield and automatically imported into the citation application, thus creating more time savings as efficiency increases.Instead of having to laboriously hand write all the information on each form, which is necessary on printed citations, deputies are able to type in much of the required citation information at the beginning of their shifts. The deputy’s name, badge number, a court appearance date, and other data which is unchanging for that shift, can be entered only once, and will appear on all citations issued on that shift. Issuing citations by typing information on a computer form can reduce the time required to prepare the citation by 25% or more. Information can be electronically captured, such as drivers license or vehicle information from magnetic strips on the license or bar codes from the vehicle windshield and automatically imported into the citation application, thus creating more time savings as efficiency increases.

    7. Increases In Efficiency Increased information provides a safer environment for officers Better data collection reduces errors and improves transmission Technology provides for a Multi-tasking Environment Having access to remote information databases, such as TCIC, citation indexes, or warrant databases add to the officer’s knowledge about the traffic violator and improves safety as an added benefit. Using technology to gather information as a collection means improves the quality of data and reduces errors through the translation process. The data remains consistent from the source through the final repository. Having laptops or in car computer systems provide an opportunity to multi-task on the same equipment saving additional time and funds as well as increasing efficiency and productivity. Examples would be utilization of computer generated forms or computer aided dispatching on the same device.Having access to remote information databases, such as TCIC, citation indexes, or warrant databases add to the officer’s knowledge about the traffic violator and improves safety as an added benefit. Using technology to gather information as a collection means improves the quality of data and reduces errors through the translation process. The data remains consistent from the source through the final repository. Having laptops or in car computer systems provide an opportunity to multi-task on the same equipment saving additional time and funds as well as increasing efficiency and productivity. Examples would be utilization of computer generated forms or computer aided dispatching on the same device.

    8. This is a sample of a screen used to complete an E-citation. Deputies move from field to field in completing the citation, assuring that all needed information is obtained. Note that in the bottom right corner of the screen there are two “buttons” labeled, “Ditto-same driver” and “Ditto-same location”. These allow additional forms to be instantly generated with pre-loaded fields, shortening the time needed to complete multiple citations issued to the same violator, or to different violators in the same location.This is a sample of a screen used to complete an E-citation. Deputies move from field to field in completing the citation, assuring that all needed information is obtained. Note that in the bottom right corner of the screen there are two “buttons” labeled, “Ditto-same driver” and “Ditto-same location”. These allow additional forms to be instantly generated with pre-loaded fields, shortening the time needed to complete multiple citations issued to the same violator, or to different violators in the same location.

    9. Details for Data Collected The information fields created for data collection the e-citation mirror the fields for data in the court system. Software Protection Having the data match the court’s requirement for field information simplifies the process for transmission to the court and aligns each data element for addition to the court’s systems. This permits software to manipulate the data and import the information for initiating each case without actually having to re-key it in again. Since many of these systems are customized for local rules, software protection is put in place to avoid initiating a case on insufficient or improper information and the case can be rejected or sent to a holding area for further review.Having the data match the court’s requirement for field information simplifies the process for transmission to the court and aligns each data element for addition to the court’s systems. This permits software to manipulate the data and import the information for initiating each case without actually having to re-key it in again. Since many of these systems are customized for local rules, software protection is put in place to avoid initiating a case on insufficient or improper information and the case can be rejected or sent to a holding area for further review.

    10. This is an E-Citation warning. Because no court appearance is necessary, it is even faster to complete than the regular citation.This is an E-Citation warning. Because no court appearance is necessary, it is even faster to complete than the regular citation.

    11. With the citation done . . . Send it to the printer. Since the citation is created on a computer, “hard” copies must be printed. Our system uses pre-printed forms which have all required notices on the back of the violator’s copy. The printers are standard home office models, which get their power from an inexpensive DC to AC converter in the patrol car. After the citation is printed, the violator is presented his copy, which he signs as his promise to appear. These are just examples of low cost printers that generate the form needed to provide to the violator. The hard copy is sent along with the data for transmission to the court and imaging for storage.Since the citation is created on a computer, “hard” copies must be printed. Our system uses pre-printed forms which have all required notices on the back of the violator’s copy. The printers are standard home office models, which get their power from an inexpensive DC to AC converter in the patrol car. After the citation is printed, the violator is presented his copy, which he signs as his promise to appear. These are just examples of low cost printers that generate the form needed to provide to the violator. The hard copy is sent along with the data for transmission to the court and imaging for storage.

    12. What’s next? The citation is now a file on a laptop. So what happens next? Toward the end of the deputy’s shift, the citation files are transferred to the E-Citation system at headquarters. This is done by copying the files to a disk which is then delivered to our Technical Services Division, where a technician copies the files to a data base. These files can also be transferred to the database wirelessly, if the laptop has infrared or wireless transmission capabilities. The transfer process takes only a moment or two. When the transfer is complete, the deputy places hard copies, printed at the same time as the violator’s copy, at a designated location in the office. These hard copies are sent to our Records Division daily for processing. After approval they are ready for the next step in the process.Toward the end of the deputy’s shift, the citation files are transferred to the E-Citation system at headquarters. This is done by copying the files to a disk which is then delivered to our Technical Services Division, where a technician copies the files to a data base. These files can also be transferred to the database wirelessly, if the laptop has infrared or wireless transmission capabilities. The transfer process takes only a moment or two. When the transfer is complete, the deputy places hard copies, printed at the same time as the violator’s copy, at a designated location in the office. These hard copies are sent to our Records Division daily for processing. After approval they are ready for the next step in the process.

    13. Quality Control Clerical personnel access the citations in the database and check them for accuracy. On a daily basis, clerical personnel access the newly transferred citations and check to assure that key information on the citation is accurate. There is no need to key in any citation information, saving the time previously required for that operation and reducing input error. With the click of a mouse, the citations are then transferred to a database accessible by the court. After this transfer, the clerk delivers hard copies of the citations, received from the issuing deputy, to the court.On a daily basis, clerical personnel access the newly transferred citations and check to assure that key information on the citation is accurate. There is no need to key in any citation information, saving the time previously required for that operation and reducing input error. With the click of a mouse, the citations are then transferred to a database accessible by the court. After this transfer, the clerk delivers hard copies of the citations, received from the issuing deputy, to the court.

    14. How does the court use the E-Citations? Access to citations is by computer, rather than flipping through paper copies. The Judge’s clerks are able to access the citation database, and can locate an image of the citation by citation number, violator name, date of the citation, and/or the issuing deputy’s name. Once located, the citation can be printed, if necessary, for processing by the court.The Judge’s clerks are able to access the citation database, and can locate an image of the citation by citation number, violator name, date of the citation, and/or the issuing deputy’s name. Once located, the citation can be printed, if necessary, for processing by the court.

    15. The Bottom Line A savings of $47,000.00 per year in the citation area alone! And this does not include the return on investment for the efficiency gained from other technologies provided from the same devices. The cost of a multi-part hand written citation form is more than three times the cost of the single page E-Citation form. In addition, E-Citations can be completed at least 25% faster than hand written tickets. In the year 2000, the Precinct Four Constable’s office spent about $222,000.00 in supplies and man hours to issue citations. Had all these citations been produced as E-Citations, the cost would have been reduced to $175,000.00; a savings of $47,000.00 per year.The cost of a multi-part hand written citation form is more than three times the cost of the single page E-Citation form. In addition, E-Citations can be completed at least 25% faster than hand written tickets. In the year 2000, the Precinct Four Constable’s office spent about $222,000.00 in supplies and man hours to issue citations. Had all these citations been produced as E-Citations, the cost would have been reduced to $175,000.00; a savings of $47,000.00 per year.

    16. A worthwhile enterprise In only five years, the savings created by simply using the E-Citation system will surpass the cost of just one year of issuing hand written citations, and the savings continue, year after year. In only five years, the savings created by simply using the E-Citation system will surpass the cost of just one year of issuing hand written citations, and the savings continue, year after year. As greater use of the images and data is found cost savings and productivity will continue to increase.In only five years, the savings created by simply using the E-Citation system will surpass the cost of just one year of issuing hand written citations, and the savings continue, year after year. As greater use of the images and data is found cost savings and productivity will continue to increase.

    17. Necessary Equipment Software can be developed in-house or purchased Existing laptop or other devices can be used Create administrative review and transmission system Develop Interface with court systems

    18. II. Electronic Records Management The disk versus the box For years, The Harris County Precinct Four Constable’s Department produced about 200 “Banker’s Boxes” of paper documents annually. This created multiple problems, the two most prominent being the lack of storage space and the time needed to locate, copy and re-file stored documents. Storage difficulties and costs for counties continue to mount under current records retention schedules. For years, The Harris County Precinct Four Constable’s Department produced about 200 “Banker’s Boxes” of paper documents annually. This created multiple problems, the two most prominent being the lack of storage space and the time needed to locate, copy and re-file stored documents. Storage difficulties and costs for counties continue to mount under current records retention schedules.

    19. Taking advantage of technology Electronic storage By storing documents on a computer, storage space simply is not a factor, and the time needed to locate a document is reduced to seconds. Our department began using the Laserfiche electronic records system in February, 2004. Over the next few months, we were pleased to notice the absence of boxes of records we normally would have produced. The thousands of pages of documents filed monthly were conveniently stored on a computer, and backed up on DVD disks. The need to continually acquire additional storage cabinets, boxes, and off site storage space was virtually eliminated. Starting with current activity, document scanning was implemented as a standard business practice with older documents staying at lower priority than current ones. By storing documents on a computer, storage space simply is not a factor, and the time needed to locate a document is reduced to seconds. Our department began using the Laserfiche electronic records system in February, 2004. Over the next few months, we were pleased to notice the absence of boxes of records we normally would have produced. The thousands of pages of documents filed monthly were conveniently stored on a computer, and backed up on DVD disks. The need to continually acquire additional storage cabinets, boxes, and off site storage space was virtually eliminated. Starting with current activity, document scanning was implemented as a standard business practice with older documents staying at lower priority than current ones.

    20. How does it work? Getting paper documents into the computer Three things are needed to store documents electronically; a computer, the software program, and a scanner. Put simply, paper documents are scanned, and the software stores an image of the document as an electronic file on the computer. Depending on the scanner used pages can be processed at a rate of 15 – 20 pages per minute. This along with the clerical support and knowledge to use it can have a dramatic impact on the volume of physical documents necessary for storage.Three things are needed to store documents electronically; a computer, the software program, and a scanner. Put simply, paper documents are scanned, and the software stores an image of the document as an electronic file on the computer. Depending on the scanner used pages can be processed at a rate of 15 – 20 pages per minute. This along with the clerical support and knowledge to use it can have a dramatic impact on the volume of physical documents necessary for storage.

    21. How do you organize documents? Setting up an electronic file cabinet Documents are stored in electronic “folders” just as in a file cabinet. Let’s look at an example. Accident reports are one of the most common documents in a law enforcement agency. In our system, a main folder called “Accident Reports” was created. In that folder, other folders were created, each one labeled with the year in which the accident occurred. Within each year folder, other folders were created, labeled with the month in which the accident occurred. Since each accident report has a unique case number that contains the date of the accident, we simply open the “Accident Reports” folder, then the year folder, followed by the month folder, and scan the accident report to that folder. The software automatically lists the reports in numerical order, by case number. This system emulates the way reports used to be stored in file cabinets. Because the storage sequence was familiar, training clerical personnel was relatively simple. Similar folders were set up for all documents generated by the department.Documents are stored in electronic “folders” just as in a file cabinet. Let’s look at an example. Accident reports are one of the most common documents in a law enforcement agency. In our system, a main folder called “Accident Reports” was created. In that folder, other folders were created, each one labeled with the year in which the accident occurred. Within each year folder, other folders were created, labeled with the month in which the accident occurred. Since each accident report has a unique case number that contains the date of the accident, we simply open the “Accident Reports” folder, then the year folder, followed by the month folder, and scan the accident report to that folder. The software automatically lists the reports in numerical order, by case number. This system emulates the way reports used to be stored in file cabinets. Because the storage sequence was familiar, training clerical personnel was relatively simple. Similar folders were set up for all documents generated by the department.

    22. Locating specific documents Indexing and OCR As a document is scanned into the system, the software performs “OCR” (optical character recognition). In other words, the computer reads printed and typed words and allows a search to be run on any word or phrase within the document. Because OCR will not read handwritten documents, these must be indexed. Just as an index card file may be used to locate paper documents in storage, Laserfiche allows the creation of an electronic index card. This has to be done only once, after which the template appropriate for the document is simply selected. In the case of accident reports, a template (index card) was created and titled “Accident Report”. On the template is a space for the date of the accident, the case number, the location of the accident, and the involved drivers’ names. Whether the accident report is one page or several, the template is filled in at the time the report is scanned. The computer attaches the template to the scanned records. A search can be run on any of these fields. Similar templates were created for all documents generated by the department. As a document is scanned into the system, the software performs “OCR” (optical character recognition). In other words, the computer reads printed and typed words and allows a search to be run on any word or phrase within the document. Because OCR will not read handwritten documents, these must be indexed. Just as an index card file may be used to locate paper documents in storage, Laserfiche allows the creation of an electronic index card. This has to be done only once, after which the template appropriate for the document is simply selected. In the case of accident reports, a template (index card) was created and titled “Accident Report”. On the template is a space for the date of the accident, the case number, the location of the accident, and the involved drivers’ names. Whether the accident report is one page or several, the template is filled in at the time the report is scanned. The computer attaches the template to the scanned records. A search can be run on any of these fields. Similar templates were created for all documents generated by the department.

    23. Tremendous Advantages An upside for everyone. Having worked with electronic document storage for almost two years, the advantages have become obvious. Here are just a few: The elimination of storage space concerns; The ability to locate documents in seconds rather than minutes or hours; The ability to instantly send documents. The system allows documents to be emailed and/or faxed. Our primary requestors are County and District Attorneys and other law enforcement agencies. Faxing can be done from a computer, without even using a fax machine. The capability to produce paper documents by simply printing files.Having worked with electronic document storage for almost two years, the advantages have become obvious. Here are just a few: The elimination of storage space concerns; The ability to locate documents in seconds rather than minutes or hours; The ability to instantly send documents. The system allows documents to be emailed and/or faxed. Our primary requestors are County and District Attorneys and other law enforcement agencies. Faxing can be done from a computer, without even using a fax machine. The capability to produce paper documents by simply printing files.

    24. Do other agencies accept the concept of electronic storage? Answer: They want it, too. Since the Precinct Four Constable’s Department initiated electronic records storage, the Harris County District Clerk has initiated their own system, and the Justice Court, Precinct Four, Position One, requested and received authorization to access our stored traffic citations. The court uses these electronically stored citations in conducting their business on a daily basis. They plan to initiate their own electronic storage system in the near future and conduct their business without paper, mirroring our approach to a more paperless and cost effective environment.Since the Precinct Four Constable’s Department initiated electronic records storage, the Harris County District Clerk has initiated their own system, and the Justice Court, Precinct Four, Position One, requested and received authorization to access our stored traffic citations. The court uses these electronically stored citations in conducting their business on a daily basis. They plan to initiate their own electronic storage system in the near future and conduct their business without paper, mirroring our approach to a more paperless and cost effective environment.

    25. Are the documents accepted by the courts? In a word, Yes. Under Texas law, an elected official is the Custodian of Records for his or her department. Persons designated by the elected official to perform the duties of the Custodian of Records only need to certify printed electronic documents to be true and exact copies of the originals.Under Texas law, an elected official is the Custodian of Records for his or her department. Persons designated by the elected official to perform the duties of the Custodian of Records only need to certify printed electronic documents to be true and exact copies of the originals.

    26. Usage of the Images by the Court In our situation the court actually is provided access to the image and the resulting benefit is reduction in the number of paper items to be filed in jackets for cases filed in each court.

    27. In conclusion: What is your preference? The advantages of electronic record storage are obvious. A solution to storage problems, and the ability to locate documents, then fax, email, and/or print without leaving the desk, translates to substantially increased efficiency. By eliminating the need to go to a storage area, locate the right box of paper, flip through thousands of pages to find the one needed, then repeat the process to re-file the document, literally hundreds of hours per year can be dedicated to other tasks. Efficiency and convenience, or drudgery and wasted time; what is your preference?The advantages of electronic record storage are obvious. A solution to storage problems, and the ability to locate documents, then fax, email, and/or print without leaving the desk, translates to substantially increased efficiency. By eliminating the need to go to a storage area, locate the right box of paper, flip through thousands of pages to find the one needed, then repeat the process to re-file the document, literally hundreds of hours per year can be dedicated to other tasks. Efficiency and convenience, or drudgery and wasted time; what is your preference?

    28. A Presentation by Harris County Constable, Precinct Four Ron Hickman, Constable

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