Case Histories

The Department of Corrections, Central Records section of the Division of Administrative Services (CR) houses all closed offender records relating to the offenders’ custody and probation. The Medical Records section houses all records relating to offenders’ medical treatment while in custody.

Two files are created on all offenders to track the offenders’ stay in our institutions and any subsequent medical treatment. A probation file is created on offenders who are released to probation or parole. The retention schedule for these records is 25 years. Central Records has a closed offender file inventory of over 2,000 boxes that needs to be retained. Prior to project initialization, Central Records staff had been transferring the paper files to microfilm. The microfilm capture and retrieval equipment was very old and subject to frequent breakdowns, maintenance calls and down times. Medical Records has archived files of approximately 450-550 boxes that needs retained. None of the medical records had been imaged and they were stored in three facilities in Anchorage.

Because of the age of the microfilm equipment and the rising costs of storing the paper files, the Department. decided to deploy an imaging system that ended up replacing the old microfilm equipment.

The work to develop and deploy the imaging system by a previous contractor was unsuccessful. Department of Corrections pursued Frontline Logic to implement the system in a timely manner.

Three project options were outlined for the client to choose from which included high level project planning, work breakdown structure, and associated planned schedule for each location. As Department of Corrections did not have a development environment available, the definition, analysis, development, functional testing, and support activities were performed at Frontline Logic’s location to utilize existing development infrastructure.

Professional services were divided into two areas:

• Installation, configuration, and mentoring services

• Software configuration

Scoping, estimating, definition and delivery of a multi-machine architecture in production.

A functional imaging system deployed in production for Department of Corrections. This project was accomplished within the allotted project schedule.

Central Records has been able to work off a full vault of offender records to date with the deployed production system.