ROMS Document Tracking

Avoid over-detentions associated with the inability to quickly locate legal documents.  Maintain a complete Audit Trail of who/what/where/when for inmate legal records. Print reports and conduct online research to determine the current location and to see the complete custody history.  Print bar coded labels when new record jackets (folders) are created.  The ‘Document Tracking Kit’ provides all of the hardware accessories and consumables for printing color-coded, bar coded labels for document folders.  This is the type of labeling used for easy locating when folders are stored on open shelves.

As inmates arrive at the inmate reception center, Officers use the ROMS Document Tracking module to print bar coded ‘record jacket labels’.  These labels have colored tabs that allow the jacket to be filed in color coded storage shelves.  The jacket is scanned once to receive it into the system.  The jacket is scanned again each time that it is either ‘checked out’ or ‘checked in’.  A complete audit trail of all movement is maintained.  The current location (who the jacket is checked out to) can be immediately determined using a simple query in the desktop module.  A tethered (attached like a keyboard) bar code scanner is used for ‘check in’ and ‘check out’ operations.  Hundreds of jackets can be scanned in a matter of minutes.   Agencies have full control over the extent of location tracking.  Jackets may be tracked to an individual, an Agency or any other designated ‘Location’.  Allowable ‘Locations’ for jackets can easily be adjusted within ROMS.  However, logon security is used to restrict those who can make changes.

Records Custodians can use a mobile computer to regularly scan record jackets.  This identifies jackets that have been marked as ‘checked in’, but are not physically in the Records area.  It also identifies jackets that have been removed without being ‘checked out’ through the system.  It also identifies duplicate and inactive jackets.  Duplicate jackets in the system make it difficult to locate all of an inmate’s documents (such as at release time).  For some Agencies, this can result in financial penalties for over detentions.