CJIS Record Scanning

nchip government grants for criminal record scanningWhen it comes to scanning law enforcement records, compliance with criminal justice information services (CJIS) is of the utmost importance. Southwest Solutions Group offers CJIS record scanning services to help you accomplish this critical task of ensuring compliance. Our scanning experts will work with you to create a customized solution that fits your needs. Read on to learn more!

What is CJIS Record Scanning?

The Criminal Justice Information Services (CJIS) is a paperless initiative requiring converting all paper records to an electronic database. Law enforcement agencies use this database across the country to share information and investigate crimes. 

CJIS requires only certified vendors to scan documents to ensure accuracy and security. Once the paper records have been scanned and converted, they will be stored in a secure database accessible to authorized users. The CJIS scanning process is essential in protecting the nation’s critical information.

Southwest Solutions Group is a certified vendor. We use special CJIS-compliant software, scanners, and personnel to ensure that the records are correctly digitized. 

Once scanned, we will transmit the records to the CJIS database via an encrypted connection. This process helps to ensure that only authorized personnel have access to CJIS records and that the records are adequately protected. See more law enforcement storage solutions.

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Benefits of Scanning Your Records

nchip government grant programs bjs document scanningOne of the most significant advantages of record scanning is that it helps to improve security. Paper records are vulnerable to damage from fire, water, and other disasters.

They can also be misplaced or stolen. On the other hand, scanned documents are stored electronically and can be password-protected for added security. Scanned records are backed up so in the event of a disaster.

Another benefit of record scanning is that it makes records more accessible. You can use a keyword search to find information more quickly than by searching through filing cabinets or boxes of documents. Scanned records are easy to share with co-workers, clients, and others who need to see them. Scanned records can be stored electronically on a server or in the cloud, saving office space.

Considering whether to scan your paper records, consider these benefits carefully. Record scanning can offer significant advantages in terms of security, accessibility, and storage efficiency.

Why Choose Southwest Solutions Group?

Southwest Solutions Group has been in the business of record management since 1969. We offer CJIS Record Scanning from a technology perspective and as a valuable resource for records management, retention schedules, and consulting. Our experience and commitment to customer service make us the perfect partner for your CJIS Record Scanning needs. 

We understand the importance of compliance with CJIS security requirements. Our state-of-the-art scanning technology ensures that your records will be accurately captured and securely stored. With our experience and dedication to customer service, you can be confident that we will meet your CJIS Record Scanning needs.

Case Study 

The Nebraska State Patrol (NSP) has partnered with Southwest Solutions Group to scan all criminal history record jackets digitally. This project complies with CJIS standards.

Through the National Criminal History Improvement Program (NCHIP), the NSP received $1.2 million in grant money to complete the project. The project included the scanning and digitization of over 200,000 pages of criminal history records, as well as the development of an electronic records management system. The new system will help the NSP serve the public and improve efficiency within the agency.

How to Get Started

CJIS record scanning can be challenging, but Southwest Solutions Group can help make it easy and stress-free. We have years of experience in CJIS record scanning. We can help you get your project off the ground quickly and efficiently. Here are a few tips to get you started: 

First, gather all of the CJIS records you need to scan, including physical files, hard drives, images, etc. Once you have everything assembled, contact Southwest Solutions Group to schedule a free consultation. During this consultation, we will assess your needs and provide a custom solution for your CJIS record scanning project. We will also give you a cost estimate and timeline for the project. Visit our online store to see our law enforcement storage products.

Once you have scheduled your consultation and approved the project, our team will prepare your CJIS records for scanning. This process includes indexing, quality control, and barcoding. After prepping your records, they will be ready for scanning.

Our state-of-the-art scanners can handle large volumes of CJIS records quickly and easily. Once the scanning is complete, your CJIS records will be quality-checked before being returned to you in digital format. 

Southwest Solutions Group makes CJIS record scanning straightforward – we handle all heavy lifting, so you don’t have to. Contact us today to get started on your CJIS record scanning project!

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Contact Us

Southwest Solutions Group® provides design and installation services for record scanning and consultation. Free consultations are available to determine your needs before the design process begins. To learn more or to speak with a storage specialist, call us at 1-800-803-1083 or send us a message.

Public Safety Testimonials

nebraska state patrol

“Southwest Solutions is highly professional and knowledgeable in the area of digital scanning. My organization has been working with SSG on scanning your highly sensitive and complex records. Their expertise has been extraordinarily beneficial to us as nobody in our organization has any knowledge of this process. They were able to easily guide us through the process, ask us the right questions and explain the pros and cons to help us decide how to complete this project. I would STRONGLY recommend SSG for anyone who is considering digitizing records.”

Nebraska State Patrol
Rogers Police Department

“The installation guys were very professional, courteous and efficient. There was not much room to work but they managed to get the job done quickly, allowing space for me to continue to work and watch them at the same time. They vacuumed and cleaned up all the packing material/boxes exhibiting true professionalism. Thank you for doing such a wonderful job in a remarkably short amount of time.”

Rogers Police Department
Crawford County Sheriffs Department

“We had no issues with our new Spacesaver Units, before, during, or after installation, and I attribute this to Larry’s professionalism. I’d also like you to know that if the future presents a need for additional items that your company supplies, I would not hesitate to contact your company based on Larry, the service he provided, and the way he represented your company. ”

Crawford County Sheriff's Department
City of Laredo Police Department

“The sales representative and installers were extremely professional and helpful. Our products we delivered and installed as scheduled. I was very proud to take pictures of our installation and show it off to our administration. We are very satisfied with the improvements to our department thanks to the products you have installed.”

City of Laredo Police Department

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