SAN DIEGO SHERIFF - Data Services Division

DATA SERVICES DIVISION

OUR MISSION

The mission of the Sheriff's Data Services Division is to provide automation of activities and the necessary technology in support of efficient, effective law enforcement and detention services.

ABOUT DATA SERVICES

The Division is responsible for the planning, acquisition, installation, and maintenance of all computer-based operating systems utilized within the Sheriff's Department. This includes all hardware and software for applications and network communications. The Sheriff's Data Services Division is comprised of over 50 staff members and several student workers and contracted professionals. Currently, the Sheriff's Data Services Division supports over 3,800 users and over 3,800 hardware devices: 2,600 PCs, 700 mobile data computers, and 500 printers with an operating budget of over $6 Million.

APPLICATIONS SUPPORT

CARS (Computer Aided Reporting System)
CARS is an automated field reporting system and suite of software tools supporting more than 2,400 deputies, including those in Patrol, Traffic, Investigations, Detentions and Court Services. It reduces the amount of time spent writing police case reports by approximately 30%. This system eliminates duplication of data entry, and produces professional quality case files with consistent data across the various forms. The deputies can access this application software from any of the desktop, laptop or mobile data computers available on them. Users can prepare all the required crime and arrest reports, narratives and traffic accident reports. The CARS suite includes a field reporting database application, Microsoft Office (Word, Excel, Powerpoint, Access and Outlook), California Penal and Vehicle Codes database and other value-added software tools. It has been implemented in all 17 of the Sheriff's stations, 7 detention facilities and over 60 field offices. Data Services Division staff oversee system enhancements (design, testing, implementation), end-user support, training, problem identification and resolution, and the research, recommendation & procurement of new products.

Child Abuse
This system tracks Child Abuse cases in Juvenile Services from entry to disposition. It includes information on referrals, victims, suspects, and cases.

Computer Aided Dispatch System (CAD)
The Sheriff Department’s CAD system is used at the Emergency Communications Center to enter and dispatch approximately 1700 calls per day. It includes geographical location verification via a Global Positioning System (GPS), Management Information System (MIS) reporting, California Law Enforcement Telecommunications System (CLETS) query and multiple agency dispatch capabilities. The system supports approximately 120 workstations at three locations. Approximately 700 mobile vehicle computers can communicate with the CAD system via 800MHz radio with much of the functionality of a hard-wired workstation. The entire system and infrastructure has recently been updated to a faster, more reliable, and extensible design. .

Correspondence Tracking for the Office of the Sheriff
This system allows the Office of the Sheriff to manage issues and correspondence by electronically tracking the original item, any actions to be taken and the response. This is accomplished by using electronic folders, assignments, attachments and pre-determined workflows. All notes, response documents, e-mail messages, and related history are incorporated into a single folder for easy and efficient retrieval and historical reference.

Criminal Records Management System (CRMS)
This system is in early stages of development that will integrate and streamline Law Enforcement business processes. In addition to the automation of administrative and support services, the Department will realize the benefits of automated crime and incident related data collection and storage, including enhanced officer access to data, information for investigation and crime prevention purposes, and refined crime analysis. The addition of a comprehensive records information management system will enhance the already automated information gathering and report preparation processes.

Deferred Warrant Printing
This system is used for printing warrants when required in hardcopy. The system takes information from the mainframe Deferred Warrant System, which is then integrated with data and images, creating a printed warrant.

Document Imaging

Backgrounds & Personnel
This system manages the capture, storage, retrieval, and manipulation of paper applicant and employee background files into electronic images. It has resulted in a reduction in physical storage space, an increase in retrieval speed, and controlled enterprise-wide access to the information.
Medical Record’s
This system manages the capture, storage, retrieval, and manipulation of paper inmate medical records into electronic images. It has resulted in a reduction in physical storage space, an increase in retrieval speed, and controlled enterprise-wide access to the information.
Records
This system provides for the capture, storage, retrieval, and manipulation of paper crime, traffic, and homicide case files into electronic images. A reduction in physical storage space, an increase in retrieval speed, and controlled enterprise-wide access to the information are benefits of this automation.

False Alarms Tracking System (FATS)
The Sheriff's False Alarms Tracking System is primarily used by the Sheriff’s Licensing Division to track all false alarm events that occur in the commercial and residential addresses in the unincorporated areas of the San Diego County. This system collects and tracks the false alarm events set forth by the County ordinance and prints the warning letters, billing reports, and management summary reports. The system extracts information from the Sheriff's Computer-Aided Dispatch (CAD) System.

Jail Information Management System (JIMS)
Launched on Jan 18, 2002, this system tracks inmates from booking to release, and includes modules for detention processing, identification, classification, housing, transportation, commissary, medical services, pharmacy, counseling services, inventory management, and inmate trust accounting. JIMS includes photo imaging, bar coding, and single print identification.

Medical Forms Processing
This system provides automation of over 70 medical forms utilized by detention facility doctors, nurses and staff to process inmate medical requirements. It generates medical forms with pre-filled data as well as indexing data already encoded for simplified capture, storage and retrieval of the information.

Mobile Data
Every marked Sheriff's vehicle is equipped with a mobile data computer (MDC), which consists of a vehicle-mounted CPU, vehicle radio modem, GPS receiver, short-range wireless LAN radio, flat-panel touch screen display, keyboard and mouse pad. These devices are fully capable of handling all of the latest Windows-based software tools included in the CARS suite plus CAD map and query of core mobile data applications. Data communications are handled over two different wireless systems. CAD and Automatic Vehicle Location are handled over the wide-area 800 MHz private data system. This system blankets more than 97% of the 4,200 square miles in San Diego County and can handle data rates of up to 19,200 Kbps. It is rated for up to 100,000 test transactions per hour. At any given time, there are between 100 and 200 units logged onto this system. In addition, each of about 30 Sheriff's facilities is equipped with wireless LAN access points, which effectively extends the local area networking capabilities out to the patrol cars when they are in range of those facilities. With data rates of up to 2 Mbps, they can check and respond to e-mail, do Internet and Intranet research, transfer case files to and from network servers, and print to networked printers within their stations and facilities. Updated software can be distributed directly to the vehicles without the need for floppy disks or CD-ROMs. Briefing information, such as Wantedposters, lookout messages, training material and other data is distributed automatically at login.

Mugshot
This system is an integral piece of JIMS (Jail Information Management System) that aids in the booking of an inmate. The system collects, captures, stores, and secures demographic data and images on arrested persons, registrants (sex, arson and narcotic), and Sheriff Licensee’s applicants countywide. It integrates with CalPhoto for state-wide distribution. The captured data and images are used to create criminal lineups for use by investigators. Currently facial images are captured along with any scars, marks and tattoos.

Personnel Forms Processing
This system automates over 20 forms utilized by Personnel in order to conduct efficient background investigations for perspective Law Enforcement Personnel. This system generates forms used to gather reference information with pre-filled data as well as indexing data already encoded for simplified capture, storage and retrieval of the information.

Property & Evidence Tracking System
This system tracks an estimated 145,000 crime cases and 450,000 evidence items, through bar codes, the property & evidence in the department from the receipt to the final disposition. All movement is recorded, providing a complete chain of custody. The system has been implemented at 9 stations, central warehouse, and all detention facilities. A web interface was developed for this application in 1999 to allow law enforcement staff to be able to generate ad-hoc reports.

Web Applications
Both the Sheriff's Internet and Intranet sites are developed and maintained by the Data Services Division. The Sheriff’s Internet web site hosts dynamic database driven applications such as ‘Who is in Jail’, and ‘Warrant for Arrest’. The Web technologies are used widely on the Sheriff’s Intranet. It includes online forms, an employee corporate directory, web queries to several Oracle and SQL Server databases in the department. There are more than 3,000 documents and web pages on the Sheriff’s Intranet.

CLIENT SYSTEM SERVICES
The Data Services Client Systems Services section is staffed by a manager, eight full-time IT Engineers and three student workers. This is the field work force for all of the more than 60 Sheriff’s stations, detention facilities, courts and office facilities within the 4,200 square miles of San Diego County. Responsibilities include the purchasing, configuration, delivery, installation and maintenance of all desktop workstations (2,600), mobile computers (700), laptops (100) and networked printers (500). Client Systems Services is also responsible for all of the LAN switches, data wiring and for the more than 30 short-range wireless LAN access points at key locations. Each technician is responsible for a specific geographic area of the county and handles a daily multitude of trouble calls via the Help Desk. In addition, Client Systems Services supports and maintains an automated field reporting system which produces more than 80,000 crime cases per year. A new computer training facility, consisting of 31 workstations, 2 overhead projectors, a training server and wireless LAN capability was built and is maintained by the Client Systems Services section. Continual research and development in automation systems for Law Enforcement is the key to keeping the San Diego County Sheriff’s Department in a leadership role for the region and the nation. Client Systems Services is a prime participant in that effort and is committed to that goal.

HELP DESK SUPPORT
The Data Services Help Desk provides technical support to over 3,800 Sheriff’s Department personnel. Help Desk management software has been recently incorporated to improve the assignment and tracking of problem tickets. This new system also incorporates a user-defined knowledge base to assist Help Desk personnel in resolving technical issues more efficiently. Reports are generated periodically, identifying trends and problematic areas, etc. which lead to better management planning, resulting in more effective customer service. The HelpDesk receives an average of 1,200 calls in a month from the department staff for technical support .

INFRASTRUCTURE SUPPORT
The Infrastructure Support Team involves the development and maintenance of the Sheriff’s Wide Area Networks, system security, Internet connectivity, e-mail, firewalls, AFIS, Routers/Switches, Virtual Private Networks, Dial-up and communication links to external agencies and County system gateways. This team manages operating systems, networks, system backups along with all core-networking services and all 100+ servers.

E-mail Data Services Division