Hall County took a large step forward this fall by beginning the transition from an antiquated records management system to a new and state-of-the-art platform.
According to officials, the implementation and use of that new platform will only increase efficiency for multiple County departments with the start of the New Year.
“Representatives from the Hall County Sheriff’s Office, 9-1-1, Management Information Technology, Emergency Services and the Hall County Courts System have spent three years researching the best wayto manage criminal records in a manner that increases efficiency and decreases the possibility for data entry error,” Hall County Sheriff Gerald Couch said. “This is all a part of a greater emphasis countywide on leveraging technology to improve public safety and our overall service to citizens.”
A product called Superion’s ONESolution Records Management System (RMS), Jail Management System (JMS) and Mobile Field Reporting (MFR) module was selected to manage the County’s criminal records, a task previously handled by a platform known as Hall County’s Criminal Justice System (CJIS), which was first implemented in the late 1980s.
“In recent years, it became apparent that CJIS would not meet the demands of the County as it experiences continued growth,” Couch said. “One example of CJIS’s limitations was the amount of data entry required to keep it up to date.”
He said the process involved deputies writing their reports by hand, often at the end of a shift. Records clerks would then take the stacks of submitted reports and key them into CJIS. Now, with the new records management system, deputies in the field can enter reports directly into the system from computers installed inside their patrol vehicles, drastically reducing the time records clerks spend on data entry.
“We are really seeing this new software make a significant difference when it comes to our efficiency as a whole,” said Couch. Benefits of the new records system and other technological upgrades are also being felt at Hall County 9-1-1.
“In the 9-1-1 Division, ensuring that first responders receive accurate, detailed information is vital to public safety,” said Andre Castleberry with Hall County 9-1-1. “The new records management system maintains the integrity of data dispatchers provide and that deputies collect by limiting the number of individuals and steps required to produce it.”
He said the new records management system is just another component to the technological overhaul needed for public safety that was approved by voters with the passage of Special Purpose Local Option Sales Tax VII.
“Last year, we saw new Computer Automated Dispatch (CAD) software installed at the Hall County 911 Center and mobile data terminals installed in first responders’ vehicles,” Castleberry said. “These upgrades combined with the new records management system make for faster response times for citizens and lessens the probability of mistakes due to data entry error.”
Also on the list of recent technological upgrades for public safety are new body cameras and Tasers for patrol and warrant deputies.
“The implementation of the body camera/Taser program is another way we are bringing the Sheriff’s Office into 21st century policing,” Couch said. “We’ve been in need of this technology for many years, but tough economic times forced us to focus on basic equipment, such as patrol vehicles and radios. Moving into the New Year, our officers are particularly excited about the cameras, which will help produce the best evidence for court proceedings.”
Hall County Management Information Systems Director James Thomas said the implementation of all of this new technology is a monumental task, but he said it is one that will reap both immediate and future benefits for the Hall County community.
“Anytime there’s a conversion, there will be a learning curve,” he said. “That is why we are taking our time, working out bugs, holding frequent meetings to evaluate our progress, and above all, making sure that citizen safety is never compromised.”
Thomas said he’s confident that the new technology will become completely integrated into County operations during the first few months of 2019 and that any issues arising between now and then will be made obsolete.
“Technology has made considerable leaps since the inception of CJIS in 1988,” he said. “For a number of Hall County employees, CJIS is the only records management system they’ve used, and as with any major change, opportunities and growing pains will occur; however, I am confident this transition will result in a better experience for both Hall County employees and the public they serve.”
As different options were explored over the course of the search for a new system, it became apparent that CJIS would not interface with technology currently on the market. With that information in hand, the decision was made to move forward with the Superion system.
In addition to Hall County, the Gainesville Police Department and Forsyth County Sheriff’s Office have also experienced the successful implementation of Superion’s records management system. The use of the new system by Hall County helps foster better communication between other jurisdictions such as these.
“Anytime we can leverage technology to increase government efficiency and eliminate waste is a move in the right direction,” Hall County Administrator Jock Connell said. “I applaud Hall County employees involved in this transition for their willingness to learn a new system for the benefit of the citizens they serve.”
