Criminal Justice Academy Records Management Improvements Project

The Edward Byrne Memorial Justice Assistance Grant Program (JAG) allows states, tribes, and local governments to support a broad range of activities to prevent and control crime based on their own local needs and conditions. Grant funds can be used for state and local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, and information systems for criminal justice for any one or more of the following purpose areas: 1) law enforcement programs; 2) prosecution and court programs; 3) prevention and education programs; 4) corrections and community corrections programs; 5) drug treatment programs; 6) planning, evaluation, and technology improvement programs; and 7) crime victim and witness programs (other than compensation).

The Fairfax County Police Department will use its Fiscal Year 2008 JAG award in the amount of $35,581 to upgrade the records management system at the Fairfax County Criminal Justice Academy with additional filing storage and digital record conversion to reduce the space needed to store files. The Criminal Justice Academy maintains the training records of all law enforcement officers in the Fairfax County Police Department, Fairfax County Sheriff's Office, Town of Herndon Police Department, Town of Vienna Police Department, Animal Warden, and some civilian personnel within these agencies. Specifically, the following equipment will be purchased: a TrakSlider Filing System and an Imagex Document Management System. The TrakSlider system is very practical as it requires considerably less space than traditional file cabinets and is also user friendly. The system places horizontal filing cabinets on tracks so that filing cabinets are easily moved to obtain files. In addition, the cabinets are taller, often doubling storage capacity, creating a more efficient filing system. The Imagex Document Management System and scanner will reduce storage space for inactive and active files, and enable records retrieval to be more efficient. The new system and equipment will be able to scan records to the digital document recorder's hard drive and write document images to a recordable CD. As a result, the voluminous files of all active and inactive employees can be written to space-saving CDs. The process will give them the ability to handle all phases of document management, significantly reduce storage space requirements, and meet the records retention requirements of the Library of Virginia.

NCA/NCF