corrections - public safety software solutionsjan 06, 2009 · how does a corrections system work?...
TRANSCRIPT
A Spillman Technologies White Paper
correctionsAchieving a high-performance jail management software system
Spillman Technologies: Corrections Management
Table of Contents:
Introduction ........................................................................................................................page 1
What is a Jail Management or Corrections System?
Who Uses a Corrections System?
How Does a Corrections System Work?
Primary Industry Challenges ......................................................................................page 4
Inmate Separation
Inmate Movement
Software Usability
Imaging
Data Sharing
Population Management
Booking Procedures
Spillman Overcomes Industry Challenges ...........................................................page 5
Maintaining Inmate Separation
Tracking Inmate Movement
Simplifying Software Design
Improving Imaging
Securing Shared Data
Managing Jail Population
Utilizing a Booking Checklist
Spillman’s Corrections System ...................................................................................page 8
Jail Management
Imaging
Commissary Management
Commissary Bar Coding
Final Note ..............................................................................................................................page 9
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corrections 1
introduction
From small holding facilities to the largest county jails, corrections agencies need a software system
that is reliable and easy to use. The system should allow agencies to maximize resources while helping
to create a safe environment for inmates and personnel. It should also enable personnel to streamline
booking procedures and access information from local, state and national databases.
What is a Jail Management or Corrections System?
A traditional jail management or corrections system is a comprehensive software application
designed to record information about inmates, track commissary items, and assist with inmate
booking and movement. It may also allow jail personnel to store billing information and use
an electronic jail log. In addition to automating the processes of entering and storing data, a
modern corrections system assists jail personnel in creating a safe, efficient facility. Many systems
help personnel note critical inmate information such as medical conditions, security alerts, and
gang affiliations. Advanced methods of tracking inmate movement allow officials to easily and
safely move inmates in groups or one-by-one. The most modern systems also have data-sharing
mechanisms and powerful searching capabilities that allow jail personnel to access the information
needed to make informed decisions, conduct investigations, and manage their inmate populations.
Traditional Corrections Components
The size of a jail largely determines the hardware and software requirements to support a
corrections system. However, the following elements are typically included in a corrections system:
Hardware:
Networked computers
Wireless routers
Computer monitors
Optical storage
Bar-coding equipment
Printers
Photo ID wristbands
Fingerprinting system
Network digital camera
Software:
Access to local databases
Local, state, and national data queries
Imaging
Inmate booking and assessment
Facility management
Scheduled events
Billing
Medical records
Jail Log
Commissary Management
Inmate Cash Accounts
Fingerprinting
Bar coding
Spillman Technologies: Corrections Management
Who Uses a Corrections System?
Arresting and Booking Officers create arrest and offense records for each inmate they arrest,
book inmates, and store fingerprints.
Data Entry Clerks record an inmate’s possessions, issue property, and check to see if an inmate
has previous fines, arrests, or warrants.
Medical Assessment Personnel conduct medical assessments on inmates, distribute
medications, and track conditions and illnesses.
Risk Assessment Personnel check for gang affiliations among inmates, evaluate criminal
histories, and assign locations based on those factors.
Corrections Officers scan inmate bar codes, monitor inmate movement, oversee jail events, and
transport inmates to and from court.
Jail Administrators bill, track, and view disciplinary problems, as well as manage inmate cash
accounts.
Investigators solve cases by viewing an inmate’s associations, criminal history, and other related
data.
How Does a Corrections System Work?
A corrections system helps jail personnel process inmates, collect and organize data, manage
appointments and jail events, and create electronic logs.
Inmate Booking Procedure
1. An inmate is brought into the facility.
2. An inmate name record is created in the corrections software, if none already exists.
3. The inmate’s cash is put into an account and the inmate’s personal property is taken.
4. Clothing, bedding, and other jail property are issued to the inmate.
5. Arrest and offense information for the inmate is entered into the software.
6. Mug shots are taken and attached to the inmate’s electronic name record.
7. The inmate is fingerprinted.
8. Assessments are conducted to determine if the inmate has any medical conditions or
poses any safety risks. Any required medications are then entered into the system.
9. Housing is assigned for the inmate.
10. The inmate’s sentence and bail is entered into the system.
11. The inmate is moved to the assigned housing.
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Information about jail incidents, activities, inmates’
visitors and gifts, and daily events are recorded on jail
logs within the system.
Inmate movement is recorded in the system by
scanning inmate identification wristbands or manually
entering inmate names into the software system.
Events and appointments are entered into the system,
along with their corresponding times, dates, inmate
names, and other details.
Assessments are conducted to evaluate an inmate’s
medical condition and determine whether an inmate
should be placed in minimum security or under more
intensive supervision.
Financial transactions and billing requirements for
inmates and other agencies are recorded in the
corrections software.
Commissary items are recorded in the software, along
with current balances, unit size and cost. Each inmate’s
account balance and purchase history is documented.
Jail Management:
Spillman Technologies: Corrections Management
primary industry challenges
Many public safety agencies share common concerns when it comes to implementing a corrections
system. The following are some of the key challenges that keep agencies from benefitting from
streamlined jail management operations and automated corrections processes.
Inmate Separation
Agencies need to be able to separate high-risk members of the inmate population from one
another. They must also be able to identify which inmates have been given privileges and
which are restricted to specific areas of the jail. It can be difficult to track gang affiliations and
“keep separate” factors for all inmates.
Inmate Movement
Knowing where each inmate is located at all times is a crucial part of a corrections agency’s
safety measures. At many agencies, personnel must manually enter each inmate’s name into
the system every time the inmate moves from one location to the next.
Software Usability
Difficulty understanding the software system is one of the most common problems agencies
face. Many systems are not intuitive and require each person at the agency to undergo a
complete computer training course. The difficulty is compounded by the fact that many
corrections facilities have high turnover, requiring new personnel to undergo extensive
training.
Imaging
Mug shots and other images are an important part of an agency’s database. Importing the
images one-by-one can be a time-consuming process. Agencies are often required to purchase
a separate software system to edit photos to meet National Institute of Standards and
Technology (NIST) requirements.
Data Sharing
An agency often has to re-enter a name record or other information already recorded by other
branches of their department or neighboring jurisdictions. This lack of data sharing creates the
risk of data errors and increases workload. Agencies may be unable to share sensitive data with
specific personnel while restricting viewing privileges from others.
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Population Management
Many agencies struggle to achieve the optimal inmate population for their facility. For example,
too few inmates can be a waste of resources, while too many inmates may create discipline
problems. Without accurate statistics, an agency cannot determine at what population level
discipline problems begin.
Booking Procedures
Booking inmates can be a time-consuming and labor-intensive process for agencies.
Correctional officers must complete information about an inmate’s name, physical description,
and offenses. They must also record any property taken from the inmate and take the inmate’s
mug shot and fingerprints. A facility’s booking procedure may also include documenting
an inmate’s medical condition, conducting a risk assessment, and assigning housing for the
inmate. Often multiple jail personnel participate in an inmate’s booking, making it difficult to
document which booking steps have been completed and which have been left unfinished.
Spillman overcomes industry challenges
Spillman’s Corrections Management solutions help alleviate the challenges that prevent agencies from
implementing an efficient and effective jail software system. Common system concerns are answered with
convenient, easy-to-use features that streamline jail operations.
Maintaining Inmate Separation
With Spillman, it is easy to isolate specific inmates from each other. The Keep Separate feature in
Spillman’s Jail Management module displays an on-screen warning to alert jail personnel if a security
restriction will be violated by moving inmates. Agencies can also include an expiration date and
narrative for each Keep Separate record. For example, if two inmates are fighting, jail personnel
can create a keep separate record set to expire in 30 days. Personnel can add notes to the record to
describe why the inmates should be separated.
Tracking Inmate Movement
Inmate movement information is gathered in one convenient place within the Spillman system.
The Inmate Movement Log records the time inmates are moved in and out of a location. It also
warns users when gender, juvenile, maximum capacity, or security restrictions will be violated
by moving inmates. The Spillman system ends cumbersome duplicate entry of inmate data by
allowing users to track inmates by simply scanning their bar-coded wristbands each time an
inmate enters or leaves an area. Inmate movement can also be recorded by simply using a mouse
to drag and drop one or more inmate names onto a location name. The system will then create
the appropriate logs associated with the event.
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Spillman Technologies: Corrections Management
Simplifying Software Design
Spillman’s corrections software features an updated user interface with contrasting, vibrant
colors, easy-to-understand symbols, aligned columns, and a streamlined workflow that helps
guide users from one process to the next. The Jail Main Menu gives users a quick overview of
jail statistics and recent bookings. System administrators can remove unnecessary fields and
make other fields required to help ensure that personnel do not put in more information than
is needed or miss critical fields. Administrators can also customize field names to follow agency
naming conventions. For example, a system administrator could change the term “area” to
“zone,” if that is what the agency commonly uses.
Improving Imaging Spillman’s Imaging module gives agencies the ability to import, organize, edit, and share digital
photos in one place. The convenient Import feature allows users to drag and drop multiple images
into the appropriate record. A live video feed and NIST guidelines let personnel quickly and
accurately take uniform mug shots. Personnel can use the module to automatically create lineups
based on the age and physical characteristics of a suspect. Electronic lineups prevent victims
from having to interact with suspects face-to-face. The Imaging module also saves jail personnel
time, eliminating the need to manually search the database for mug shots, and then copy and
crop the images into the lineup one-by-one.
Securing Shared Data
All records created in the Spillman system are stored in the system’s Integrated Hub. The
records are instantly accessible from all other system tables. This means that an arresting
officer can instantly see if a suspect has been arrested before in that jurisdiction, view the
suspect’s convictions, and find out if that person has any outstanding warrants. Spillman
allows users to send secure emails and instant messages to other users on the server. For
example, jail personnel can send and receive secure messages with dispatch personnel,
investigators, police officers, and others on a shared Spillman server. In addition, Spillman
InSight™ enables agencies to link with other neighboring agency databases, enabling an
agency to search for information outside its jurisdiction. InSight uses data encryption to
protect agency information during transmission. Keeping records stored in a central database
eliminates the need for duplicate entry, which can compromise the integrity of an agency’s
database. Data is protected through user privileges that define which users can access the
information. System administrators can define which users have the ability to view, modify, or
delete records, and can set specific viewing privileges for individual records.
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Sharing Data with Spillman’s Correction Solution:
The Spillman system makes it easy for officers, corrections personnel, detectives, and prosecutors
to share crucial data about inmates and add new information to records.
When arresting a suspect, an officer searches to see if a name record for that person exists in the
agency’s Integrated Hub. The officer can then add arrest information to the existing record, or
create a new record if needed.
Jail personnel can access the information, allowing them to simplify booking and evaluate the
inmate. The person conducting the booking can see if the inmate has alerts or warning flags
attached to his record from previous bookings. Information such as assessments, mug shots,
fingerprints, sentences, and property takes can be added to the inmate’s record.
Managing Jail Population
The Spillman system makes it easy for agencies to see if their facilities are under-populated
or over-populated. Personnel can compare the number of inmates in a facility to disciplinary
problems, allowing them to determine the ideal inmate capacity for each housing area. The
information can be exported to a Microsoft Excel® spreadsheet and used to create analytical
graphs. Spillman also helps users save time by allowing them to create one jail log for
multiple inmates. For example, a meal served to several inmates can be recorded on one log,
eliminating the need to create a separate log for each inmate.
Utilizing a Booking Checklist
Spillman software helps agencies book inmates quickly and efficiently. The Start Booking
screen allows personnel to search for an existing name record and create an inmate record
automatically, if needed. A checklist allows users to see exactly which booking procedures have
and have not been completed for a specific inmate, allowing multiple persons to participate in
booking an inmate while minimizing the possibility of missing steps in the booking process.
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Detectives can
access arrest and
booking information,
mug shots, and
fingerprints while
investigating a case.
If the suspect is apprehended
again, the arresting officer
can view the terms of his
probation or bail, flags and
warnings, outstanding warrants,
and previous arrests.
Prosecutors can view
an inmate’s arrest
history and booking
information.
Spillman Technologies: Corrections Management
Spillman’s corrections system
Spillman’s Corrections Management System helps agencies manage their jail facilities safely and
efficiently. A wide range of software features makes it easy to conduct vital corrections functions like
booking procedures, inmate tracking and assessment, agency billing, and commissary maintenance.
Software Modules
Jail Management:
Spillman’s Jail Management module automates an agency’s inmate booking process from start to
finish. In addition to allowing step-by-step booking, the module enables agencies to customize
inmate assessment procedures, flag an inmate’s record to note a warning or specific instructions,
manage an inmate’s cash account, and compile a comprehensive medical history for each inmate.
Inmate movement can be easily tracked using inmate logs, bar-coded wristbands, and tracking
tools featured in Jail Management. Jail facilities can use the software to easily track the amount of
money owed to them by agencies, print reports for billing, and bill multiple agencies at different
rates. This module also simplifies jail activity logs and scheduled events, and helps keep specific
inmates separated from one another.
Imaging:
The Imaging module makes it easier than ever for agencies to import, edit, store, and share
high-quality images. Agencies can control camera functions through Spillman software, enabling
personnel to capture uniform mug shots that meet eye-level and face-width guidelines. Multiple
images can be added to a single record. Personnel can import image files one-by-one or capture
multiple images at the same time. The Imaging module also automates the process of creating a
lineup based on the physical characteristics of a suspect.
Commissary Management:
Accurately tracking inmate purchases is convenient with the Commissary Management module.
In addition, jail personnel can easily post and cancel orders, track inventory, and store information
about each commissary item. The module allows agencies to see which commissary items have
been approved for individual inmates, quickly view a comprehensive list of inmate purchases, and
access records for each commissary supplier.
Commissary Bar Coding:
The Commissary Bar Coding module allows agencies to track commissary items using bar
codes. Personnel can track items using the item’s original bar code or a bar code generated in
the Spillman system. Commissary Bar Coding makes it easy to calculate purchases and create
lists of inmate orders.
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final note
Reliable software is an essential tool for managing a corrections facility. It is vital that jail personnel
have a software system that is intuitive and easy for new employees to use, yet provides the advanced
tools needed to keep the facility running smoothly. In addition, agencies need software that will help
maintain a safe facility by giving jail personnel a way to evaluate inmates, log jail events, and easily
monitor the whereabouts of each inmate.
Spillman has developed a comprehensive software system designed to help agencies operate safely
and efficiently. At Spillman, we are committed to designing quality corrections software that allows
public safety professionals to securely manage data and safely operate jail facilities.
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Spillman Technologies: Corrections Management
4625 West Lake Park Blvd.Salt Lake City, UT 84120Toll-free: 800.860.8026FAX: 801.902.1210E-mail: [email protected]
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Spillman Technologies meets the individual needs of public safety professionals with a full suite of software solutions. The software is installed at more than 750 agencies nationwide.
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Microsoft and Excel are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countriesCopyright © 2009, Spillman Technologies, Inc. All rights reserved. Specifications are subject to change without notice. Rev. 01.06.09