Oklahoma City Police Department 'Arrests' Its Paper Avalanche With Document Capture Solution

Oklahoma City has a daytime population of more than 1.1 million that is served by a dedicated police force of 1029 officers and 259 civilians from one central Headquarters building and sixteen support facilities. The Department is committed to working cooperatively with all segments of the general public and government to provide a safe environment for its citizens and to preserve the peace.

Problem
The Department was seeking an efficient means to reduce the high cost and waste associated with paper-based transactions throughout the entire organization. The Department's Administration Bureau and the Office of the Chief of Police are responsible for managing employment applications, personnel records, invoices, insurance filings, grant applications, and other administrative documents, including purchase orders. In preparing to issue a purchase order, copies were made of vendor cost estimates and any supporting documentation, such as product information, and the purchase order request form was completed. A Division Commander and a Deputy Chief signed the form, and the package was then routed to the Finance Office. The Finance Office would review, sign and file the paperwork after entering the information into the City's purchasing software. City Finance then printed and sent a copy of the actual purchase order back to the Police Finance Office where it was again copied. One of these copies was attached to the original file and the other sent to the originator.

The purchase order process was just one of the many processes that would benefit from eCopy's capabilities. According to Master Sergeant Scott MacKelvie, "We knew there were a number of other paper-based business processes that would be able to benefit from the adoption of a digital workflow, improving the overall efficiency of the Department."