3 Selling Points That Will Help Your Staff Accept New Technology

Let’s start off with complete transparency, we know technology hasn’t always been a knight in shining armor. We have all had our fair share of tech failures. Remember the time your computer updated its settings right before you needed to jump on a conference call? How about when your Wi-Fi shut off in the middle of your Xbox or PlayStation game? Or when Apple did you dirty when you meant to text your mother something innocent but Auto-Correct had another idea? 

Consider how the era of COVID-19 has shown that, despite millions of virtual meetings, technology can sometimes be a complete flop. It’s no surprise that technology can lead us astray; while having the excuse “I was having some technical difficulties” is a valid defense, it can only be used so many times. We shouldn’t let past technology mishaps dictate our future use of it. Additionally, we can’t allow ignorance to take the reins when discussing new technology, as this is often the primary reason for pushback from officers in a correctional setting.

When it comes to implementing new technology in a jail, prison, or juvenile detention facility, you'll find two distinct audiences on opposite sides of the debate. One group will embrace modernizing and improving daily operations, while the other will resist changing “the way we’ve always done it”. While it's encouraging to see the enthusiasm from officers eager to make the switch, the skepticism of those opposed is completely valid. 

It’s entirely reasonable for some officers to feel hesitant about transitioning to electronic logging, as they may struggle to keep up with the latest technological innovations. However, these are the officers who need the most encouragement. In complete transparency, the more resistant officers are to adapting to new technological tools, the more likely they are to encounter challenges during the implementation and training process, which can further discourage them from engaging with new tools.

So, how can we support staff who are apprehensive about the transition to digital learning and transformation? Let’s explore a few of the many benefits of using advanced technology in a corrections environment. These reasons may remind you of the first technologically advanced items you integrated into your daily life, like the Maps or Weather app on your mobile phone. Remember how those apps were once considered "advanced technology"? Now, they are part of your everyday routine. The same can happen with the technology in your correctional facility.

1. Improved Communication & Access to Information

Remember when you bought your first cell phone? How long did it take for you to realize that you had the power in the palm of your hand to call anyone from anywhere with just a couple of taps on the screen? You didn’t have to rely solely on your landline phone for communication. You no longer have to remember phone numbers or worry about walking too far away from the location where it was installed. The first few times using a cell phone probably felt like a power trip - there was so much you could do from anywhere you wanted, all powered by a little device that could fit in your hand. 

Cell phones were a monumental milestone in improving communication, their continued improvement eventually led to the creation of smartphones, tablets, social media platforms, and more. Nowadays, it’s easier than ever to stay connected with loved ones, no matter where they are in the world. We have come to rely on the ease of communication. Whether it’s as simple as emailing your boss to say you’re running behind or calling a buddy to grab a beer after work, we often take the convenience of our cell phones for granted. 

The ability to click a few buttons and talk to someone anywhere in the world in a matter of seconds is something we now expect rather than wish for. We’ve taught ourselves to live a life centered around the ease of communication. So why should this type of communication be any different for officers in a correctional setting? 

Effective communication is essential in any jail, prison, or juvenile detention environment. Knowing which officer is working in which pod and performing what duties is crucial for smooth facility operations. However, tracking these details on paper alone isn’t practical when you need important information on the spot. 

Have you ever been in an urgent situation where you needed to immediately find the log documenting which officer served a meal to an inmate on a specific date? Were the time and location documented in that log? Could you even read the log on the crumpled piece of paper it was scribbled on? This is a prime example of how technology can improve communication among staff members. 

For instance, using technology that automatically uploads logs electronically to the facility’s cloud provides all team members with a centralized location to stay updated on operations. That’s right—one centralized location. This kind of technology is purpose-built to make accessing data faster and easier. Correctional staff already have full plates; the last thing they should worry about is sorting through mounds of paper to find simple information. 

A unified digital space that tracks real-time facility activities - such as what supplies were distributed or whether inmate meal and recreation offers were accepted or declined - allows front-line staff and supervisors (or anyone granted access) to quickly review and assess the facility’s logging performance, both current and past. Some technological features even offer interactive dashboards and dynamic filtering to dive deeper into the captured data. These features can help isolate operational issues, find actionable insights, check compliance, review randomization of rounds, and much more.

Utilizing technology tools, such as those that upload data to the cloud, enables effective tracking of all officer and inmate activities within the facility. This approach not only enhances performance coaching by improving communication between administrators and supervisors, but it also saves countless hours—and reduces piles of paper—by eliminating the need to manually sift through paper logs for needed information. By making data review and management more accessible than ever, this technology allows officers to receive timely support from supervisors, facilitating the efficient communication of vital information.

2. Enhanced Safety & Security

The first videotape recorder was invented in the 1950s and was built to replace motion picture film stock. Once recorders were largely used in television studios or for televised sporting events, they became available to the public to purchase as handheld devices. Video recorders were a popular item used to capture the moments of a wedding ceremony or a baby’s first steps. But of course, the video recorder's popularity decreased as new waves of technology stepped into place over time. 

Nowadays, we can easily snap photos and videos on our smartphones without thinking twice. But it’s not that easy for those who work inside a correctional facility. Instead, facilities have historically relied on their camera surveillance systems to help monitor inmate behavior or capture an activity taking place that wasn’t supposed to. Although camera security systems are considered technology, it’s the newer advancements that sound intimidating to staff who don’t realize the potential of how it can increase facility security. 

For example, camera systems may be able to identify a safety concern quickly, but an advancement such as a biometric identification system can help ensure that only authorized personnel are allowed into secure areas. By using newer, cutting-edge technology such as the biometric identification system, officers can feel more confident that they are able to provide a safe and secure environment for everyone in the facility. 

Ensuring the care, custody, and control of everyone inside a facility has always been one of the largest key components of corrections. Officers are trained to document every interaction they have This proves that they indeed provide food, clothing, and a safe environment for inmates. Considering correctional facilities traditionally document this information on paper, countless stories include how the documentation was lost, ripped, spilled on, or impossible to read. Can illegible documentation (assuming it even exists) protect the facility from being sued? In most cases, probably not. 

On the other hand, technology tools designed to document officer and inmate activity in real time are typically built to prevent tampering. Once a log is completed on a digital device that stores information in the cloud, it cannot be altered in any way. The information and details recorded by an officer will be time-stamped and saved exactly as entered. While some may view this as a positive feature, others might see it as a drawback.

For those who don’t like the idea of not being able to edit their work after submitting it, challenge yourself to answer, why is this a problem? Is it because having an electronic round system identifies gaps in work? If so, you’re not the first one to have this mindset. There are stories of agencies that have thrown in the towel on electronic jail check systems and have gone back to the old-school way of documenting jail checks with pen and paper solely because the electronic system was pointing out the work they weren’t doing. 

Yes, you read that correctly. When these facilities were asked why they reverted to pen and paper after implementing electronic round systems, they explained, “We failed our jail inspection.” When pressed for more details, they said, “Our electronic rounds system revealed that officer rounds were consistently late, leading to our inspection failure. The technology increased our liability, so we returned to pen and paper.” Yes, you read that right again. Some facilities discontinued using technology because their electronic system exposed delays in jail checks, ultimately causing them to fail their inspections. So, does this indicate a problem with the technology, or is it an entirely non-technical issue?

The purpose of implementing technology inside correctional facilities is not to point out the gaps to catch a staff member red-handed or to point blame toward a certain team. The purpose is to identify the areas that need improvement. From that point, it’s up to the management team how they want to address the problem. It’s important to note that when technology does isolate the areas that need attention, it helps your team catch it and figure out how to fix it, further increasing the safety and security parameters in the facilities. Those facilities without the electronic tools that point out their flaws have their liability in deeper water than those facilities with the tools.  

3. Heightened Support

The first Google definition of the word “support” is: "bear all or part of the weight of; hold up." However, this definition isn’t entirely applicable to the kind of support we’re discussing, though it can make sense in some respects, as the support we’re talking about does indeed “hold up” an agency from crumbling. Here, the meaning of support is two-fold in how it can help your staff accept new technology. 

In one sense, support refers to the training that technology companies provide to their new clients during onboarding or implementation of the new product. As mentioned earlier, we understand that officers who are accustomed to doing things a certain way may feel nervous about using new technology, especially if they haven’t had much experience with it in the past. That’s why it’s crucial to ensure that the technology you’re considering purchasing comes with a team that offers training and support for staff members who are still learning. 

This can include hands-on training sessions, online courses, instructional videos, site visits upon request, and more. Additionally, most technology vendors offer technical support and customer service for an extended period after the initial training, in case any issues or questions arise later. By taking advantage of these resources, officers can feel more comfortable and confident using the new technology.

In the second sense, support refers to how your agency can defend itself against litigation claims by maintaining strong digital documentation. If you work in a jail, prison, or juvenile detention setting, you know that if an inmate brings a claim against you, you are responsible for locating proof that shows you conducted a check with that inmate by being physically present in front of them or their cell, along with accurate, detailed documentation of every interaction. 

For example, consider the tedious process of finding a log from your Ad-Seg unit from two years ago for a specific inmate who claimed he was denied a meal. Can you imagine how many hours, days, or weeks it would take to locate that log? Now imagine how quickly you could find a computer and pull up a digital copy of the report within the specific timeframe you selected. You can filter the report by name, date, housing unit, and other relevant information, and within seconds, you have your report.

Chad Wicker, Director of the Desoto County Adult Detention Center in Hernando, Mississippi, implemented groundbreaking digital inmate tracking in his facility years ago and continues to rave about how it has protected his facility from litigation claims. He shares a specific story about how digital logging saved his facility from a lawsuit filed by an inmate who claimed he did not receive proper medical care.

Within five minutes I was able to pull a digital report detailing every interaction the offender had with medical staff as well as the offender refusing items such as meals and medication. I could then send it directly to our attorney. He assured me that the case would be resolved with nothing else being needed from my staff.

Chad Wicker

Director of Desoto County Adult Detention Center in Hernando, Mississippi

Although our definitions of the word “support” don’t exactly match up with Google’s first definition of “bearing all or part of the weight,” it is parallel to what support means in corrections. Having proper training for your staff and solid defensibility to protect your team is the kind of support you need in order to stay afloat in this industry.

As many reasons as officers can come up with about not wanting to use new technology in their facility, you now should have as many (or more) reasons to counter with. We understand after years of performing duties in a certain way, of course, it sounds intimidating to switch things up and start using new advanced tools. However, it’s up to the staff who are passionate about making the change to encourage their team members to trust the process and jump on the tech train.

Using advanced technology in a corrections setting is one of the most beneficial and proactive management techniques an agency can do for itself. Having improved communication and access to information, enhanced safety and security, and heightened support are only scratching the surface of what technology can do to transform a facility’s operations. As the world becomes increasingly digitized and the use of technology continues to rise just as fast as the growth of individuals entering the criminal justice system, it’s crucial for officers to embrace it and use it to their advantage.