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Records Management in the 1990's

NCJ Number
FBI Law Enforcement Bulletin Volume: 59 Issue: 6 Dated: (June 1990) Pages: 16-18
D L Arkenau
Date Published
3 pages
Faced with a manual and labor-intensive records management process, the Cincinnati Police Division explored alternative file management methods.
Recordkeeping personnel considered several microfilm-based, computer-assisted retrieval systems before selecting the optical disk image retrieval system. The division started using this system in March 1989. Police officers can now call the accident telephone line at the records unit and give the data entry operator the accident date, report number, driver names, location, district of occurrence, and any injuries or fatalities. The data entry operator enters this information on the optical system. When the original report arrives at the record unit, the data entry operator enters the report number and places the original report on the optical scanner which photographs the report. This image is transmitted to the optical disk for permanent storage. Much more data can be stored on an optical disk than on a floppy disk or a roll of microfilm. In addition, the optical disk image system offers instant recovery of all images on file and reduced storage space. The system also provides greater document security than microfilm because no film is sent to the lab for processing. The system has improved productivity and efficiency in Cincinnati's Police Division.