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Publication Systems Development Plan for State Identification Bureaus

October 1, 1980    NCJ 76021

Data for the overall study were collected from site visits to bureaus and from questionnaires completed by 46 State identification bureaus and other identification units. After a discussion of the administrative and management needs of identification bureaus, operational and functional requirements are reviewed and a prioritized list of improvement approaches is provided. Findings indicate that few State bureaus currently have complete management and administrative policies and procedures. Better budgeting methods are generally needed among these agencies, the quality and quantity of staff should be improved, and analysis of performance and workflow data should be instituted. Facsimile transmission systems should be instituted for fingerprint transmission; the quality of transmissions should be improved by training local agency personnel, developing basic training packages, and using improved technology in taking prints; partial filing procedures should use State identification numbers or FBI numbers when available. Document control procedures should be developed to process the large volume of prints received by the bureaus; temporary identification records should be used to avoid duplicate prints in the system; and search procedures should be improved by using the Henry primary/secondary classification system, numeric identifiers, limitations on the number of responses to search queries, and use of a name sound-alike approach to eliminate the need for entering other than true alias names. Automated system functioning could be improved by using off-line batch mode functioning and by appointing an electronic data processing coordinator. Fingerprint image storage, retrieval, and recording can be improved by updating microfilming techniques and by storing images as high-density data bits or by digitally recording the images on microfiche. Moreover, interfaces with local and Federal agencies could be improved by making State agencies the sole source contributors to the FBI, by making systematic use of control numbers in submissions to State bureaus, and by providing increased local agency access to State master name files when available. Other recommendations concern file purging systems and practices and records dissemination activities. An illustration of bureau workflow is provided. For an executive summary of the findings and recommendations developed through this study, see NCJ 76022; for functional analysis, see NCJ 76020.

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