Client Spotlight: Virginia Department of Corrections

The Virginia Department of Corrections’ Background Investigation Unit has exchanged outdated manual procedures for modernized, software-driven processes — and they are reaping the benefits of faster processing and more accurate data.

A HEAVY BACKGROUND INVESTIGATION WORKLOAD

The Background Investigation Unit is responsible for conducting background investigations for employees at 45 facilities, 43 probation and parole districts, and eight administrative offices around the state of Virginia. They handle approximately 8,000 investigations per year, in the areas of:

• New hires
• Rehires
• Promotions
• Lateral moves
• Contractors
• Volunteers

Staffed by just one full-time employee and more than twenty part-time employees, the Background Investigation Unit was finding it challenging to keep up with the ever-growing number of investigations being requested. While most of the part-time employees are highly experienced individuals with law enforcement backgrounds, the team’s reliance on outdated technology and manual, paper-based processes was a substantial roadblock.

Background investigation requests were made on paper forms and investigators kept all their notes on paper as well. This led to difficulty in searching for old records, duplicated efforts, and the introduction of errors. In addition, record retention policies required the Background Investigation Unit to keep these documents for five years prior to shredding them, requiring a large file room and a lot of time devoted to records management. This represented an inefficient use of valuable office space as well as a drain on personnel resources, as employees spent time sorting, storing, and then shredding the documentation.

The inefficiency and frustration associated with paperbased processes were exacerbated by COVID-19-related office closures. Although background investigators were working remotely, they were still required to go into the office to print out investigation materials and drop off case files for other staff members to review and send out.

MODERNIZATION WITH TYLER TECHNOLOGIES

The Background Investigation Unit received permission from the Virginia Department of Corrections to move to a software-based solution to improve efficiency, accuracy, and accessibility of their processes. They chose Tyler’s Background Investigation application for its ability to support all aspects of the background investigation process. It captures, stores, and manages all data elements associated with a background investigation case. It also automates the review and approval process, eliminating the need for cumbersome paper files to be physically passed around and shared among team members.

BETTER, FASTER BACKGROUND INVESTIGATIONS

The Virginia Department of Corrections’ Background Investigation Unit’s transition from paper-based processes to a software-based system represents a significant step toward enhanced efficiency, accuracy, and freedom from paper documentation. Since implementation, they have experienced:

1. Reduced Errors and Duplication: The software’s features prevent investigators from creating duplicate cases or missing mandatory components. This has led to increased data accuracy and reduced rework.
2. Improved Collaboration: The system facilitates seamless collaboration among investigators, reviewers, and administrative staff, reducing delays in case reviews.
3. Efficiency Enhancement: The software allows for more streamlined and efficient case management, reducing the need for paper handling and manual data entry.
4. Real-Time Updates: Investigators appreciate the ability to track the status of cases in real-time, enhancing visibility and accountability.
5. Flexible Reporting: The system’s analytics module offers the potential to generate comprehensive and accurate reports on case counts, turnaround times, and other essential metrics.
6. Adaptable Reference Data Lists: The ability to make changes in the system’s reference data lists provides flexibility and autonomy for adapting the system to evolving needs.
7. Increased Data Security: The system provides enhanced protection of personally identifiable information (PII) and ensures compliance with information security standards.

Tyler’s Background Investigation application is helping the Virginia Department of Corrections’ Background Investigation Unit tackle their workload more effectively. Freed from the constraints of paper handling, they can focus their extensive law enforcement and investigative expertise on thorough, timely background investigations.