RES 214 Draft 01 2010-2012 - Laserfiche WebLink

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B. GOALS AND OBJECTIVES The overarching goal of this project is to complete and/or create automated processes so staff of the OPA and other criminal justice agencies can work more efficiently and avoid duplication of effort. This project entails a four part strategy, each to bridge a critical link between local criminal justice agencies and/or systems within OPA so we can be seamlessly connected and informed. Goal 1. Automate manual processes to retrieve information from. HPD RMS to OPA HITS case tracking system and OPA's Laserfiche document management system. Hawai'i County OPA and the Hawai'i Police Department have a long history of working together to improve the efficient exchange of information. Currently, without further programming and technical assistance, we are unable to efficiently deposit police reports from its RMS into the OPA's Laserfiche document management system. The technical projects implemented thus far have shifted the responsibility of retrieving and printing onto OPA staff The processes as it now stands requires OPA staff to manually look for records in cases one by one, retrieve documents from two locations, print then scan into Laserfiche. Completing this critical piece will allow OPA to fully utilize its Laserfiche system and move towards paperless discovery. Objective #1: Create a naming convention for OPA's Laserfiche document management system which is consistent with national standards and compatible with HPD's RMS and OPA's HITS case tracking system. Objective #2: Implement a seamless, automated electronic transfer of reports and data from HPD to the OPA's HITS case tracking system and its Laserfiche document management system within 12 months of the grant award. Objective #3: Create electronic discovery process within 12 months of the grant award. Goal 2. Create a reliable and automated process of updating reports from HPD to OPA. Failure to achieve this piece has led the Kauai OPA to abandon their attempts to accomplish electronic transfer of reports. HPD has created a "makeshift" solution to this issue by running a daily report of new cases in which new documents were added after a certain date. An OPA staff member must review each case listed in the RMS report and one by one, retrieve, print then scan the new documents. This "makeshift" solution depends upon the accuracy of the date of last retrieval. Failure to retrieve all updates in a case may lead to a case being dismissed or a deputy prosecutor being sanctioned. Anecdotal reports by OPA staff question the accuracy of this report as they discover new reports by accessing RMS themselves. This has led staff to mistrust in this "makeshift" solution, and a need to expend time to check and recheck RMS themselves. Objective #4: Develop and implement an automated, electronic transfer from HPD of updated AG /CPJAD #1(a) (Rev 03/23/2010) Page 3