Intelligence is one of the most vital factors in criminal justice cases. Many of our clients handling documents that fall under CJIS compliant scanning & document management count on us as experts in this field regarding a variety of records, including investigation files, arrest records, incident reports, fingerprints, citations, and more.
At Bradford Digital, we’re committed to working closely with law enforcement officials and FBI CJIS representatives to ensure our security addendums and information governance plan is always updated and compliant. Our incident reporting and response process complies with the specifications provided in the CJIS Security Policy.
In order to handle these records abiding by these requirements, we have developed a process for managing CJIS information that enforces strict compliance. This includes FBI background checks, fingerprinting, testing, and certification by the FBI for all employees that may have access to these records while they are being processed and digitized. This means all employees and personnel. Our technology includes physical and electronic access controls that allow us to process in a “locked down” environment. As required, we also maintain the security addendums for each employee and a complete chain of custody for every record to ensure that all documents meet admissibility requirements as well.
Anna Stratton, Director of Information Management Services at Bradford Digital, implemented a CJIS compliant, digital onsite scanning and digitization project of all criminal history record jackets for the Nebraska State Patrol (NSP). Through the National Criminal History Improvement Program (NCHIP), the NSP received $1.2 million in grant money to complete the project.
There was no room for error on this project due to the confidentiality of the data, and the NSP wanted a digitization and scanning team that could do the job without errors. Since the NSP didn’t have much experience with document scanning, they wanted to be sure that the chosen team would be able to guide them and answer any questions they had — and even answer questions they didn’t know to ask.
With a staff of 25 members, all of which were certified CJIS compliant, Anna’s team developed a unique training program for the identification of over 14 document types (i.e., fingerprints, supporting documentation, rap 11/14/2017 Criminal History Record Jacket Scanning & Digitization Nebraska State Patrol sheets, pardons, dispositions, etc.). The scanning team matched documents that related to specific arrest dates that allowed officers to see a complete criminal history instantly.
Biohazard records also needed to be scanned in a safe and OSHA-compliant manner, so the team utilized CJIS controls combined with a high-security chain of custody and provided tracking for every file that moved from one task to another. Not just some files — all of them. To further ensure maximum security, a closed on-site CJIS compliant network was set up. Every staff member completed full fingerprint background checks and CJIS training.
By the completion of the project, over 300K files and an estimated 6 million images were scanned on-site in high-quality color. The scanners and scanning technology integrated with the NSP’s existing electronic document management system to further save time. The scanning team also rebuilt and secured paper files with security tape for future destruction.
The project was a huge success & the NSP continues to benefit from it today.
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