Los Angeles County Sheriff’s Department
Improves Service with SIRRAS Business Process Automation

Business Challenge
The Los Angeles County Sheriff’s Department is responsible for maintaining massive amounts of information, most importantly data pertaining to any criminal incident occurring in the county. The Sheriff’s Department receives and / or generates approximately 600,000 pages each month related to incidents and detainees, and also tracks “Injured on Duty” documentation, which is accounts for a large percentage of Workers’ Compensation claims documentation.  These documents are linked to various “Line of Business” computer applications, including LARCIS - the Incident Reporting System, AJIS – the Jail Information System, and PPI - the Personal Performance Index application. The Department’s previous outdated records management system stored the paper documents on either microfiche
or microfilm. Requests for information came from several areas including the constituents of the County, numerous Local, County, State, and Federal law enforcement agencies, Courts within the County, the District Attorney’s office, and Public Defender’s Office.  The existing system proved to be time consuming, inefficient and neither user- nor customer-friendly.
The Department needed to update their business processes and systems, and to reduce costs in order to dramatically improve customer service and support.

The Solution
The department initially requested a technology solution with only imaging and workflow as its focus. Exigen outbid competitors to deliver the solution, however approached the situation with the intent to solve the business problem with the appropriate solution, and not deliver only technology. At the time, the Sheriff’s Department did not have an overall process for managing and retrieving the documents in a user friendly, customer-focused manner. Exigen’s Best Practice Process Methodology was used to work with the Department to create an overall assessment of the challenges in managing documents from several sources and detail the processes required to create the most efficient overall solution.  SIRRAS (Sheriff's Integrated Records Retrieval and Assembly System) was created using Exigen’s VisiFLOW WEB and Integrator.  Exigen developed a web-browser based query interface called “One Stop Shop”, that allows Los Angeles County Sheriff’s Department personnel to access documents
such as incident reports and incarceration records, in any system, from anywhere. The solution does not discriminate between older data formats stored on either microfilm or microfiche or from newly imaged documents
stored directly in SIRRAS. Integrator seamlessly dips into existing Oracle
based systems, automatically matching Benefits
• An appropriate solution delivered addressing the business problem, avoiding a technology only application.
• Documents are sourced real time regardless of format with 100% matching accuracy.
• Requests are managed in multi channel formats – phone, fax, email or in person.
• Customer service and support are greatly improved with instant access to documents and information.
• LASD now has a paperless electronic system replacing a time consuming and expensive manual process.
• No costly integration with a seamless interface to legacy systems and databases.