Paperless push pays off for WA Office of Director of Public Prosecutions (ODPP)!

WA Office of Director of Public Prosecutions

The ODPP is responsible for the prosecution of all accused people charged with indictable state offences in WA’s. Depending on the complexity of a prosecution case, case documents can vary in size from 250 pages to 10,000 pages.

Police briefs that could run up to 10,000 pages were causing headaches for the Office of the Director of Public Prosecutions (ODPP) for Western Australia, which has found relief in a paperless workflow utilising Kodak scanners and EzeScan software. Here’s how it worked...

With over 3000 police brief received per annum the challenges of managing paper-based records was continuing to increase. The ODPP needed to improve accountability, transparency, timelines and security of records. Whilst the current system enabled the ODPP to scan the associated documents into a single pdf document it would not provide flow-on easy access benefits to paralegals and prosecutors. ODPP staff needed a faster and convenient way to access records without needing to rely on paper based files.
To help create a paperless workflow and with seamless connectivity with Kodak scanners and HP Trim EzeScan Workstation was deployed. In addition predesigned barcode sheets that divided the Police Brief by various document types was implemented, which also provide the title for individual documents into HP Trim. The barcode sheets also triggered different indexing questions for the specific document type with all default metadata automatically applied by EzeScan by understanding database reference to the ODPP’s form information database.
Implementing EzeScan software has increased productivity and improved timelines, accountability and security of records. Using the solution has reduced keystrokes and improved accuracy. Documentation is provided in the required structure and formatting, saving time and improving access to files.
“This solution has increased our productivity and improved timeliness, and we are now looking at enabling other divisions of ODPP to use the technology to help our business in the battle against paper.” - Valter Guarino, Manager Records at the ODPP