Oklahoma Department of Corrections

PROJECT PURPOSE

The Oklahoma Department of Corrections manages hundreds of documents daily in the normal course of business. From inmate sentencing documents, through medical and mental health documents, education and program documents, this list could go on. Currently, these documents are all managed by hand. They are sorted, copied, scanned, filed, sent on to the next location, requested fromn other locations, and entered into computerized systems all by hand. This implementation of a true document management system would allow for the scanning of documents in bulk, the system to recognize the document, recognize the inmate, staff, or system involved, and properly place the document in the necessary location without staff intervention. Using machine learning and AI this process would speed up over time to the point that staff would no longer be required to intervene in document management by hand. (ODOC Tracking #202111-006 submitted by Mike Carpenter, Chief of Technology Services)

EVIDENCE

The agency spends a great deal of time managing paper documents and the data entry that goes with the documents. The agency also has tens of thousands of old paper files scanned into servers but not indexed which requires a hand search of these old inmate files whenever information is needed.

POPULATION DESCRIPTION

Inmates and staff will immediately be served by this implementation. Additionally, courts, legislative bodies, and social service agencies will also be served by the availability of data. Finally, medical, mental health, programs, and other entities will quickly benefit from this effort.

PERFORMANCE MEASURING

The project will require a strong project manager with knowledge of document management best practices to allow the agency to know and measure project outcomes.

ONGOING INVESTMENT AMOUNT

$

ONGOING INVESTMENT DESCRIPTION

On going funding cannot be determined until the project plan is initiated. Future funding would be p

ONGOING INVESTMENT REQUIRED

Not able to continue operation without additional funding from the State of Oklahoma