Case Study: How This Police Service Reduced Record Request Processing Time By 97%

What if you could cut your record check processing time by 97%?

For one municipal police service in Ontario, this is no longer a hypothetical question—it’s a reality. Faced with overwhelming demand for criminal record checks, inefficient processes, and rising backlogs, they needed a solution that could radically transform their operations. By adopting Agile Records, this police service not only slashed processing times but also improved data security and privacy.

This case study outlines how Agile Records helped streamline their processes and achieved an impressive reduction in record request processing time.

The Challenge: Outdated Systems and Growing Backlogs

Like many police services in Canada, this department was inundated with requests for criminal record checks, background verifications, and other documentation. Processing these requests was a complex, manual process that involved pulling data from multiple systems. The team faced several key challenges:

• Manual Data Entry: Much of the work was done manually, requiring staff to input data across multiple systems. This led to significant delays and a high likelihood of human error.
• Siloed Systems: The existing software was outdated and didn’t integrate well with the Canadian Police Information Centre (CPIC), or with the police service’s internal systems. This added time to the record-checking process and created redundancies.
• Backlogs Growing: Due to inefficiencies and the increasing volume of requests, the police service was struggling with a backlog that stretched out processing times to 3-4 weeks on average.
• Security and Privacy Risks: The manual nature of the system, combined with disjointed storage solutions, posed significant security risks. The department needed a solution that would secure sensitive data while maintaining compliance with privacy regulations.

The police service recognized the need for an overhaul. After evaluating different solutions, they chose Agile Records to automate and streamline their criminal record check process.

The Solution: End-to-end Record Request Software

Agile Records offered a suite of tools specifically designed for law enforcement agencies, enabling the police service to modernize and optimize its operations. The solution addressed the key challenges head-on:

• Automated Data Handling: Agile Records automated the most time-consuming tasks, such as pulling data from multiple sources and querying CPIC. This eliminated the need for staff to manually handle data and dramatically reduced errors.
• Integration with CPIC and Local Systems: One of the standout features was its ability to integrate directly with both national systems (like CPIC) and local databases. This allowed for real-time querying and eliminated the need for duplicative data entry.
• Enhanced Privacy and Security: The system provided centralized data storage, making it easier for the police service to control access to sensitive information and ensure compliance with privacy laws. 
• User-Friendly Interface: Agile Records also offered an intuitive interface, reducing the training required for staff and enabling them to quickly adopt the new system.

The Results: A Massive Improvement in Efficiency and Security

After the implementation of Agile Records, the police service experienced dramatic improvements in both speed and security. These included:

• Processing Time Reduction: Before Agile Records, the average processing time for a record check was 8 weeks. After implementation, this was reduced to just 24–48 hours, representing a 97% reduction in processing time.
• Backlog Cleared: The police service’s backlog, which had previously reached over 6,000 pending requests, was cleared in just a matter of weeks. Staff could now handle new requests as they came in, preventing future backlogs from forming.
• Staff Time Saved: By automating the bulk of the data entry process, Agile Records freed up over hundreds of hours of staff time per month. This allowed employees to focus on more complex tasks, such as reviewing flagged cases or engaging directly with citizens.
• Reduction in Errors: With automation handling the data querying process, the police service saw a 70% reduction in manual data entry errors, improving both the accuracy of the results and the speed at which they were delivered.
• Improved Data Security: Sensitive data was now centrally managed and encrypted within the police service’s own secure network.

Unlocking Efficiency with Agile Records

For this police service, the transition to Agile Records was transformative. In just a few months, they were able to reduce their processing times by 97%, eliminate their backlog, and drastically improve both the security and accuracy of their record-checking operations. With hundreds of hours of staff time saved per month, the department was able to improve overall service delivery while ensuring sensitive data was secure.

As more police services across Canada face similar challenges, Agile Records offers a path forward. Whether your department is dealing with increasing demand, outdated systems, or security risks, Agile Records can provide the tools you need to streamline operations and improve service quality.

By John Mihailov

Mr. Mihailov is a business analyst for Rogue Data Corporation with over 30 years experience in defining requirements and supporting the implementation of workflow systems including police reporting systems automation.

For more information, please visit www.policeservicesoftware.ca for more details, or contact us directly at (613)260-1653 x119. Email Mr. Mihailov directly at [email protected]