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TOKOPEN
PROVIDES THE DM SOLUTION FOR VIRGINIA STATE POLICE
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Using TokOpen to improve case file management and information
sharing
Serving the citizens of Virginia, the Virginia
State Police - www.vsp.state.va.us
- are mature and seasoned users of IT. The force's IT and
Planning Division supports all operational functions.
These range from an automated fingerprint
identification system (AFIS), computer-aided despatch, incident
reporting, and stolen vehicle recovery to firearms purchase,
vehicle inspection, sex offender registry, criminal history
and wanted persons - plus a host of others covering every
aspect of police work.
Transaction volumes are very high. For
example, last year more than 213,000 arrest fingerprints were
electronically transmitted to the State Police from local
agencies. Currently, there are over one and a half million
fingerprint records on file, and more than 75,000 unsolved
latent prints. Over the 12 months, more than half a million
crimes were recorded, and the Virginia Criminal Information
Network (VCIN) processed over 273 million individual transactions.
Storage and retrieval of fingerprints were
formerly handled with a manual mircofilm-based system. This
has been replaced by Tokairo's TokOpen document management
and workflow solution. The system was implemented by Tokairo
integrator partner CBM Archives - www.cbmarchives.com.
Employing all TokOpen modules including, workflow,
the system has proved itself for the critical fingerprint
storage and access application are now being rolled out across
other areas of the forces's work. Initial additional applications
being considered include the sex offender registry, criminal
history requests from schools, and other employers and day-to-day
operational files.
These include executive orders, correspondence,
reports and a whole range of paperwork in a variety of categories
currently stored as hard copy in filing cabinets or on mircofilm.
Next to be covered by TokOpen will be all personnel documentation
- for over 2,400 staff. Other areas of the force's operations
are also under consideration.
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| Key
drivers
"We take around 18,000 fingerprints
a month," says Lt Thomas Turner, Assistant
Divisional Commander, Criminal Justice Information
Services Division. "Previously this was handled
by a manual microfilm system. What bugged us was
retrieval. With mircofilm you have to page through
each reel to find what you are looking for. The
retrieval of documents and quality was a problem."
"You could spend half a day
looking for a particular fingerprint file. Some
images could be dark or hard to read. Some were
quite useless. Major issues were quality and speed
of retrieval. Essentially, it was a matter of
Criminal Justice agencies."
"We knew what the benefits
could be - faster archiving, swifter access, more
accurate data, less operational resource expenditure
- and generally, the ability to provide a better
service to officers at the sharp end."
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| Reasons for selecting
TokOpen
"We looked at several prospective
systems and solutions," says Lt. Turner, "and
spoke to a number of agencies in the business of archiving.
We weren't necessarily going to go with the highest
or lowest bidder. We wanted something that met our needs."
"Key reasons for which we selected
TokOpen included the ease with which we could retrieve
documents and the product's indexing and search capabilities.
It looked like a quality system. We liked its industrial
strength and scalability that would enable us to expand
our use of it throughout the force."
How TokOpen helped
"Before, we would send the prints
by fax, mail or hand delivery. It might have taken up
to a day. Now, the lab has access to a high quality
copy of the print immediately. With 24 VSP sites around
the state and 150 users on the criminal side, that makes
a big difference".
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"Now,
we have instant access to fingerprint cards,"
says Lt. Turner. "Before, using mircofilm, it
could have taken, typically, 20 minutes - often longer.
Now, it's just 20 seconds. We also have a complete
audit trail that maintains a full record of all access
to the prints; we keep a better record of what comes
in and what material is sent to other agencies."
The
use of TokOpen is now being extended to other areas.
For example, in archiving accident reports - upwards
of 5,000 a week. Also: the sex offenders' registry.
This represents a file base on more than 13,000 offenders
- with up to 100 document pages for a typical single
file. Other areas include criminal history requests
from the private sector of employment or leisured.
Here,
the volume is very high - more than 375,000 information
requests a year. Each of these requires careful and
detailed access of files and dissemination of accurate
information to the requesting party. In addition,
the force has to respond to requests for information
from schools in respect of hiring staff from other
agencies. Over 100,000 a year.
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About TokOpen
TokOpen is a powerful and comprehensive archiving
and document solution that goes far beyond the conventional
capture and storage of documents. It centrally manages the
flow of documents through a user's organisation, maintaining
constant document and user security by controlling who can
have access to which documents and files. There is extremely
tight control of file and document editing - yet immediate
on-line access to those who are authorised - all under a highly
disciplined central control regime.
About Tokairo
A UK-based company, Tokairo distributes its solutions internationally
through a network of resellers. For example, in the US, TokOpen
users include the Georgia Bureau of Investigation (handling
4,000 plus fingerprint and arrest records daily), Texas Government
(capture and management of over 22 Tb of document data).
Tokairo is one of the world's leading document
management/workflow solutions developers. With offices in
the US and the UK, the company delivers robust and reliable
DM solutions through an international network of partners,
including manufacturers, specialist software houses and resellers
who embed TokOpen into their own product portfolios.
About CBM Archives
CBM Archives is a consulting and integration
firm headquartered in Corpus Christi with a field office in
Austin, Texas. Founded in 1992, the company was one of the
first to integrate document imaging into the workplace. Starting
as a small records management facility, CBM recognised an
ever-growing need for electronic document management.
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Tokairo Ltd
20 Linford Forum, Rockingham Drive, Linford Wood,
Milton Keynes, MK14 6LY, UK
Tel: +44 (0) 1908 695 569 | Fax:
+44 (0) 1908 696 961 | E-mail:
info@tokairo.com
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© Copyright 2004 Tokairo
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