Avrio Corporation Success Story

The San Bernardino Police Department’s mission is to serve the public, efficiently manage resources, and represent the citizens of San Bernardino. It is committed to providing quality police services, reducing crime through problem recognition and problem solving, and providing a safe environment to improve the quality of life. The San Bernardino Police Department has been highly successful in carrying out their mission, as demonstrated by the competent and very active Vice and Narcotics Unit. Last year, the unit was responsible for serving over 365 search warrants at locations throughout the city and seizing over $1.8 million in illegal narcotics.

The Problem

SBPD is a paper-intensive environment, where up-to-date information and documents are critical to police investigative work. By 2001, SBPD’s outdated document imaging and workflow system had become increasingly difficult to manage and was unable to meet the department’s document retrieval, work distribution, business processing rules and security needs. To remedy SBPD’s document and work distribution problems, SBPD teamed up with Avrio Corporation and FileNet to develop a new Crime Case Management System. 

The Solution

Avrio’s new Crime Case Management System design uses Kofax Ascent Capture and FileNet’s eProcess, Content Services and Web Services to:

• Capture, index and store incoming Crime Report documents.
• Facilitate the assignment, distribution and movement of cases using defined rules.
• Provide case management queues to: staff sergeants, officers, and court clerks.
• Notify officers via e-mail of new crime case documents and work assignments.
• Allow documents and cases to be viewed online through a web browser.

Avrio Corporation’s solution captures incoming Crime Report documents and stores them in FileNet’s® Content Services repository. After the initiating Crime Report is stored, a FileNet® eProcess work item is automatically created and launched into the eProcess Crime Case Management Workflow. Based on the Crime Report index values, the Crime Case Management workflow automatically distributes the Crime Case to the appropriate investigative group. Crime Case distribution groups include: Specialized Crime, Homicide, District Crimes, Narcotics, Traffic and the Crime Analysis Unit. Once distributed to the appropriate investigative group, a Staff Sergeant for each group reviews the Crime Report document and assigns it to an officer for investigation. If the suspect is in custody, the court clerk also receives a copy of the Crime Case work assignment. In cases needing the attention of the Crime Analysis Unit, the Crime Case Management workflow automatically launches a new case and routes it to the Crime Analysis Unit work queue for officer assignment.

Once the Staff Sergeant assigns the case, the assigned Officer automatically receives an e-mail message with a link to the Crime Case. When the link is selected, the case is opened allowing the officer to review the case data and all associated documents. Using the Crime Report and other documents, the Officer accesses the appropriate case in the Records Management System and begins the cataloguing the investigation. The Crime Case Management System provides the officer with a variety of processing options while working the Crime Case: saving the case for future work, marking the case as finished/complete; or returning the case for supervisor final review or re-assignment. Each option has a different affect on the overall status of the Crime Case. Using the Crime Case Management System SBPD has immediate access to documents; and can electronically assign, monitor and track cases using automated workflow.