Solutions

Consolidating duplicate records

Business Problem

Provide tracking and librarian functions for millions of paper folders.

Paper-based

Previously, criminal and applicant records were paper-based, physical documents.

Millions of paper files

While times have changed, the California Department of Justice (CalDOJ) still has several million legacy files in paper format.

Manually scanned as needed

These legacy documents are scanned, and the contained data is entered into appropriate CalDOJ systems on an as-needed basis. Typically, this need is triggered by new criminal activity by a subject, or a subject with a paper folder has applied for a new job requiring a background check.

Difficult to track

Paper folders are easily lost or misplaced, and it is necessary to track the location of these folders and what became of the contents. Requests for these folders would arrive as hardcopy lists of record numbers, once found, a paper activity checklist would be attached to each folder for manual processing.

Solution

Hybrid Processing

This system was implemented to provide librarian check-out and check-in functionality as well as provide workflow processing for data entry related to automation of records. When a folder is checked-out, a barcode label is generated and affixed if not already present. This allows the use of barcode scanners for subsequent check-in or check-out reducing errors due mis-keying the record numbers.

Web based Design

A simple web based user interface is provided for all functionality requiring no special software or plugins. Users can create a shopping cart listing all of the folders they need, and the records unit is then able to fetch the folders from the archive and complete the order.

CloverLeaf Added Value

CloverLeaf provided the expertise to design, develop, and deploy this application for CalDOJ. Leveraging our CLETS Gateway, we were able to implement this system and its required connectivity with a minimal amount of time, reducing development costs for CalDOJ.

Benefits

Paper Folders may now be located and requested without generating a lot of additional paperwork, and an audit trail is available.