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  4. Document Manager takes care of the paperwork for the Texas Department of Public Safety

Texas Department of Public Safety

Document Manager Takes Care of the
Paperwork for the Texas Department of Public
Safety

Industries:

  • Government

Offering Groups:

  • Scanners

Solution Areas:

  • Imaging Solutions

Regions:

  • United States

Challenges:

  • Ever-expanding requirements and document volumes - currently 725,000 pages of arrests and accompanying paperwork per annum
  • New state statutes and law enforcement practices

Benefits:

  • Fujitsu Desktop & Production scanners offer quality, reliability, and durability
  • Document Logistix DM solution is robust, stable and reliable
  • Significant savings in on-going maintenance costs without sacrificing functionality or scalability

With a broad charter to supervise everything from the traffic on rural highways across the expansive state of Texas to preserving the peace and investigating crime - the Texas Department of Public Safety (TxDPS) has an extremely challenging role. Like any large organization, it relies heavily on technology to help it perform its important tasks.

Document Manager by Document Logistix was up to the task

The TxDPS decided to replace their existing document management system with the robust Document Manager software suite of products by Document Logistix. Document Logistix has now proven its ability to handle all of the requirements in nine of TxDPS’s major areas of activity, as well as expand with the organization’s increasing requirements. Document Manager now plays an essential role in a wide range of document management applications within the Texas Department of Public Safety, including fingerprint processing and archiving crime records, private security records, driver licensing and the state's driver information bureau and concealed handgun licenses. Document Manager has scaled easily to handle the volume of documentation within the department, proving itself to be highly adaptable to the changing requirements of the organization. The software has successfully addressed all of the organizations needs while enabling archiving cost reductions of over 30%, representing savings in excess of $50,000 per year.

Benefits of Document Manager

  • Scalability and flexibility to modify work processes quickly and easily
  • Significant savings in on-going software maintenance cost
  • Elimination of paper from the premises, freeing up valuable floor space
  • Improved staff efficiency and productivity
  • Central management and storage of documents
  • Greater security for information storage and compliance with state statutes and law enforcement practices
  • Reliability of images stored digitally

With over 1,500 users, the department archives contain over 280 million images, in excess of 100 terabytes of storage. Altogether, the system has over eight and a half million folders, easily managed by Document Manager.


The Document Manager Solution in Action Across theTxDPS

Texas Department of Public Safety implemented its new document management system utilizing Document Manager by Document Logistix and Fujitsu document imaging scanners.

Dell provided TxDPS with over 250 Fujitsu scanners in its offices recently for a total of over 2,000 scanners. The scanners that were recently added to their taskforce were desktop and production scanners (Fujitsu fi-60F, fi-6140, fi-6670 and fi-5900 models). These Fujitsu scanners helped TxDPS convert physical documents into an electronic format. Fujitsu scanners have been continuously selected at TxDPS, because of their quality, reliability, and durability. The scanning speeds from Fujitsu’s scanners and the paper handling performance set them above the alternatives that TxDPS were also considering. They are extremely satisfied with how easy the scanners are to use.

TxDPS’ document management system provides them with a flexible, stable and secure platform which has enabled it to dramatically expand its operations. Document Logistix’ adaptable software enables new work processes to be configured quickly in response to new guidelines or legislation. It is now used in nine separate areas of TxDPS, and there are plans to extend it to others.

A vital application handled by Document Manager is the Computerized Criminal History in the Crime Record Service (CRS) which deals with the collection of arrest and prosecution correspondence and disposition information submitted by the 254 Texas counties and every local police department.

The department processes approximately 725,000 pages of arrests and accompanying paperwork per annum. This includes all fingerprint data collected from scanning devices around the state. The CRS imaging system also directly interfaces with the Department’s Automated Fingerprint Identification System (AFIS System) and the Federal Bureau of Investigation.

Other Document Logistix software deployments include the Triplicate Prescription Drug Program which issues prescription drug forms, collects license fees, and receives correspondence from all medical offices and pharmacies across the state. This department replaced a former imaging system with Document Manager’s Sorting Office. Additionally, Concealed Handgun Licensing, and the Latent Fingerprinting Section use Document Manager to access the more than six million imaged fingerprint cards and Livescan images in the Departments image archive.

The Document Logistix document management solution is a robust, stable and reliable system that supports the department's increasingly complex and demanding applications within tough legislative requirements. With an added advantage of significant savings in on-going maintenance costs without sacrificing functionality or scalability, Document Manager was the clear choice.

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