3 Major Benefits of Transitioning From Paper to Technology
The transition from paper to inmate tracking technology has continued to grow as a topic of conversation among corrections Consider Mark Cowley from JailOps, he is the epitome of “0 to 100.” Cowley began his law enforcement career with zero management or defensibility tools and by the time he finished his career, he had the power of the world in the palm of his hand. How? Let’s break it down.
Mark's first seven years were spent tracking inmate movements with nothing more than a pen and paper. Hence, Mark started at “0,” can you imagine that? Yet, by the end of his career, he wielded cutting-edge technology at his fingertips. He progressed from handwritten reports to mastering computer AS400 systems and then to ultimately adopting the advanced SPARTAN technology we use today.
While transitioning from paper to digital isn’t instantaneous, it is a crucial step toward modernization. In this blog, we will explore three significant benefits of making the switch: familiarity, organization, and convenience. Through Mark's experiences, you’ll discover how embracing technology transformed his team's operations—and why it might be the right move for you too.
1. Familiarization
You might think, “My team isn’t very tech-savvy, so introducing a technology-based management system would set them up for failure.” This is a completely understandable concern—Mark’s agency shared similar reservations. It’s common for organizations that have relied on traditional methods to feel apprehensive about change. The most daunting aspect of introducing new technology is often the fear of whether the team will accept and adapt to it.
Luckily, GUARDIAN RFID’s SPARTAN is designed to feel familiar, much like the smartphones we use daily. This familiarity is a key advantage, easing the transition to using SPARTAN. For instance, the SPARTAN camera offers a user-friendly experience similar to that of a smartphone camera—only it’s far superior. The SPARTAN’S 14-megapixel high-definition camera for digital video and evidence capture right at the point of responsibility.
Like a smartphone, the device needs to be charged. SPARTAN runs on a 14-hour run time (even with its fast Wi-Fi speeds) and comes with two hard-pack batteries and a charging cradle. Its shape, size, and weight make it easy to conveniently stow away in a pocket or holster, while its ruggedized design features the largest and sharpest screen display in its class.
However, unlike smartphones, the SPARTAN is free from apps, social media, and the Internet—no dating apps to divert attention! Although there are many similarities between a smartphone and a SPARTAN, there is one major difference: distractions. The SPARTAN is free from apps, social media, and the Internet (even dating apps!). This focused design ensures that your jail staff can concentrate solely on capturing inmate documentation and performing work-related tasks effectively.
2. Organization
At Mark’s facility, the daily routine of sorting and delivering paper logs to various offices was anything but seamless. Different staff members managed different tasks, which often led to confusion. It wasn't unusual for Mark to stop for a quick chat with a colleague, only to realize later that he had misplaced some important documents along the way. Thus, he spent an unnecessary amount of time backtracking to where he had originally started. But the challenges didn't stop there; once the documents were finally filed away, the real frustration kicked in.
When starting in the jail every morning I was flooded with paper records of all kinds: new inmate bookings, officer activity reports, food service logs, special watch logs, medical logs, and logs, and logs, and logs. Most of my frustration came from missing log information because the staff were too busy with inmates to provide and complete detailed information.
Mark CowleyJailOps
From Mark’s experience, one of the most frustrating and time-consuming tasks was sifting through disorganized old records. Once the initial purpose of the paper logs was fulfilled, they were stored in cabinets and boxes in distant storage areas, making them difficult for officers to access when needed. The real challenge, however, was locating specific information. Each officer had their own method of organization: some arranged files by name, while others sorted them by booking number, case number, or date.
This variety of sorting systems created confusion, leading many officers to avoid the process altogether. When tasked with finding a particular document, the search felt like a daunting journey. Officers had to comb through countless cabinets and boxes, deciphering the unique filing systems of their colleagues. This painstaking process could take hours, days, or even weeks, depending on the request.
There has been more than one occasion where the Sheriff asked where I was (as I had not been seen for hours) and was told out in the storage bays looking for records.
Mark CowleyJailOps
When thinking about a paper log, you may think “They have served their purpose so we shouldn’t have to search for them later on.” NOPE. It’s crucial to always have quick and easy access to any log made at any moment as it may be needed to assist in data for budgeting issues or even lawsuits that come years after an event.
Although it’s not particularly common, lawsuits will demand records relating to medical challenges, inmate petitioning for early release, death in custody hearings, challenges to spending, etc. When receiving a subpoena, it's common for the wording to state something similar to “Supply any and all documents related to XYZ”. Hence, it’s important to keep any records of all information about inmates, dates, or facility information.
3. Convenience
Then, the magic of SPARTAN was born. The ability to digitally log an event in the palm of your hand, instead of scrambling for a pen and paper, was a game changer. GUARDIAN RFID represented a significant shift in the corrections industry, enabling the collection of multiple data points on inmate behaviors and activities.
With SPARTAN, tracking items such as staff rounds, cell checks, and interactions with inmates became incredibly easy—just a click of a button. Staff no longer had to remember to jot down information after an incident, as the details were captured at the point of the event. This data was consistently captured, stored, and retrieved, making research far more efficient.
Mark recalls numerous occasions when defense attorneys came into his office with complaints from their clients about not receiving medications, meals, showers, and more. His go-to response quickly became, “Well, let’s just look.” Within minutes, he could pull up a report detailing the specific dates, times, and items related to the complaints. This technology provided proof that not only were these services offered, but it also showed whether the client accepted or denied them. Mark describes the convenience of this user experience as “not even comparable” to searching through paper logs.
Moreover, the simplicity of accessing and sharing documentation extended to providing information to other agencies. Records requested by neighboring facilities about inmates’ behaviors could be generated quickly and sent without delay. For instance, if an inmate with a known history of suicidal ideation was transferred to a new facility, the original facility was responsible for communicating this information, along with any relevant medical records.
This ensures that the new facility can take appropriate precautions, such as placing the inmate under suicide watch instead of in general population. Effective communication is essential, which is why it needs to be easy to distribute.
Not everyone will have the same experience as Mark while making the transition from paper logs to technology, but everyone will experience the same success. There are several other benefits of making the switch, but familiarization, organization, and convenience are the most important factors as we live in a world today where we expect results in the blink of an eye. Integrating GUARDIAN RFID SPARTAN technology into your agency is the first step to ensuring your team has the best defense in the industry.