Case Studies

Case Study: Texas Takes CBM Archives Document Management System

– Using CBM Archives to improve case file management and information sharing

With a wide ranging brief – from supervising traffic on rural highways to preserving the peace and investigating crime – the Texas Department of Public Safety – – has a challenging role. Like any large organization, it relies heavily on technology to perform effectively and make the best use of resources. But unlike most, many of its tasks are literally a matter of life or death. Even those that are not – such as driver licensing and motor vehicle inspection – are just as vital.

CBM Archives is now playing a key role in a wide range of document management applications, including fingerprint processing and archiving, crime records, vehicle inspection records, driver licensing, the state’s driver information bureau, and concealed handgun licensing.

Replacing a former DM system that was unable to cope with the department’s ever more demanding and complicated operations, CBM Archives is already proving itself in nine of TDPS areas of activity.

A user of document management technology since 1990, the department’s Crime Records Service had adopted Automated Fingerprint Identification Systems (AFIS) for the digital capture, processing and retrieval of fingerprint images. In 1995, the department embarked upon the installation of an open architecture standard format fingerprint and document archive.

The system expanded rapidly from a single server and ten viewing stations to one five times that size, and as other document imaging applications were developed, the then current document management system was struggling to cope. As the number of users, database size and complexity increased, the limitations of the system meant it could not meet the constant changes to the processes of the state’s primary criminal records repository.

Frequent and comprehensive workflow changes were needed as state statutes and law enforcement practices changed. This in turn demanded a very high degree of system stability, uptime and data integrity. The final straw was ever increasing software maintenance.

The solution adopted by the department was Tokairo’s TokOpen Document Management System – one of several systems utilized and offered by CBM Archives. The new system provides a powerful, stable and secure platform which has enabled the department to dramatically expand its operations and have the flexibility to modify work processes quickly. It is now used in nine separate areas of the department, and there are plans to extend it to others.

Another vital application handled by CBM Archives is the Computerized Criminal History in the Crime Record Service. This deals with the collection of arrest, prosecution, and correspondence and disposition information submitted by the 254 Texas counties as well as every local police department in the state. The department processes approximately 725,000 arrests and accompanying paperwork every year. This also includes all fingerprint data collected from fingerprint scanning devices around the state. The CRS imaging system also directly interfaces with the Departments Automated Fingerprint Identification System (AFIS System) and the Federal Bureau of Investigation.

Others include the Triplicate Prescription Drug Program which issues prescription drug forms, collects license fees, and receives volumes of correspondence from all medical offices and pharmacies across the state of Texas. This department replaced a former imaging system with the help of CBM Archives and implemented a timesaving workflow process to streamline their business processes.

The sheer scale and size of these applications is illustrated by a glance at some facts and figures. With over 700 users, the department archives now contain over 18 million images; with peak scanning rates of more than 50,000 scanned images a day and peak microfilm conversion also running at 50,000 a day. Peak NIST fingerprints are being scanned at the rate of 6,000 images a day. Total image storage is 11.0 TB RAID and 8.0 TB optical. Backup capability is 10.0 TB in just 10 hours. Altogether the system has over eight and a half million folders.

The bottom line is a robust, stable and reliable system that supports the department’s increasingly complex and demanding applications.

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Virginia State Police