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Sample Cost Justification Proposals
The following are two sample cost justifications that can be used
when proposing the use of the Digital CrimeScene System.
Cost Justification I discusses:
- limitations and time consuming process of outdated image management
- time constraints placed on investigators
- limited availability of photographs
- 35mm format versus digital
- benefits of using a system such as Digital CrimeScene
- cost savings of digital images and reduction in printing
- proposed system deployment using a system such as Dgitial CrimeScene
Cost Justification II discusses:
- downsides of 35mm and Poloroid photography
- benefits of digital photography
- Digital CrimeScene product overview
- California Evidence Code Section 1500.6
- cost and time savings
- increased number of closed cases filed for prosecution
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a Microsoft Word version of this document.
Cost Justification I
1. Objective:
The My Police Department provides law enforcement services to
over 900,000 residents who reside and/or work in a 178 square mile
area. The department
is a dynamic, progressive and professional organization dedicated
to promotion of a high quality of life for the city’s diverse population.The department is comprised of 1,363 budgeted sworn personnel
and 448 non-sworn personnel. Of these, the Bureau of Investigations has a staff of 213 sworn
investigators and 14 command officers. Responsibilities include, but are not limited to, proactive
and reactive investigation of criminal activity involving persons
and property.
The
tasks of investigators continue to become more complex, and corresponding
demands on them increase. The current method for handling photographs associated with
cases is cumbersome, slow, and contributes little to the initial
investigation process and the later filing of criminal complaints. Human error, misplaced photographs, and equipment malfunctions
at times hinder successful criminal prosecutions.
For
example, in a domestic violence arrest, police investigators have
a 48-hour window with which charges can be filed and in an in custody
file submitted to the District Attorney’s Office for review. For non-death cases, photographs are not available within
this time frame. Without this compelling evidence, the severity of the crime
can be diminished because injuries cannot be described vividly as
depicted in photographs. In
the absence of photographs, investigators may determine that the
case does not contain enough evidence to pursue, or the District
Attorney’s office can decide that a case is not compelling enough
to prosecute. Moreover,
photographic evidence can act as a “tie-breaker” in marginal cases
where guilt or exoneration is not easily determined. There have been cases where a suspect was released after
a 48-hour period. After
the evidentiary photographs became available, investigators had
to obtain an arrest warrant and re-arrest the suspect.
Not
only is this process time-consuming, it constitutes additional risk
for the investigators, the public, and potential victims. The suspect
now knows he or she is under scrutiny and will be more apt to flee,
resist arrest, or re-offend. The ready availability of case photographs would reduce the
number of hard core criminals released at the time of arraignment.
In
one instance, while a particularly violent repeat domestic violence
offender was in custody, the District Attorney's Office deemed that
the police report, which was factual but terse, did not present
sufficient evidence to file charges. Photographs were not readily
available. Because this was a particularly violent offense, and
police investigators felt that this suspect was likely to re-offend,
the investigator returned to the scene of the crime, re-contacted
the victim, and persuaded her to allow Polaroid photographs to be
taken of her injuries. Had these last minute photographs not been
available for District Attorney review, the entire criminal complaint
process could have taken up to two weeks. The suspect would have
been released from custody at the time of arraignment: since statistics
show that domestic violence victims are in particular danger of
being assaulted again during the days following police contact,
the victim would have been in grave physical danger during this
time.
Currently,
photographs are shot during the preliminary investigation phase
using a variety of cameras, but most commonly 35mm format. The film
is submitted to the Police Department's in-house photo lab for processing.Since limited financial resources preclude the
printing of photographs for all cases, only cases involving deaths
are routinely printed for investigator review. Should an investigator
working a non-death-related case need to view the photographs for
that case. a special request must be submitted to the photo lab.
This delay can hinder prosecution efforts and dilute the impact
that potent visual images of victims and crime scenes impart lo
case investigators and prosecutors. Law enforcement investigators
and prosecutors may decide not to pursue or prosecute a case that
would otherwise be considered viable with photographs graphically
portraying victims and crime scenes. Particularly in domestic abuse
cases, prior photographs can be accessed and linked to current photographs
to demonstrate escalation of injuries, thereby enabling law enforcement
and prosecutors to make expeditious, informed decisions on investigative
direction and case prosecution.
The
primary objective of this proposal is to eliminate impediments to
the successful resolution and/or prosecution of criminal cases by
addressing a relatively straightforward problem: delays caused by manual photo processing. Initially, the
proposed solution, which establishes a system for digital storage
and retrieval of evidentiary photographs now manually processed,
will enhance communication and data sharing between the My Police
Department, My County Office of the District Attorney, and the County
Crime Lab. The quantifiable,
immediate benefit realized will be in the form of increases in cases
closed and filed for prosecution. Ultimately, all law enforcement agencies in My County would
experience direct benefits, since the long-term goal of this project
is to have a system of this sort accessible to every law enforcement
agency in the county within three years of project inception.
This
will be accomplished by establishment of a secure electronic database
which will be utilized by police investigators to enhance knowledge
and understanding of injury, loss and/or damage sustained by the
crime victim, and 'by the District Attorney's Office to better evaluate
cases and file the most appropriate charges.
2. Results/Benefits Expected
The
axiom "A picture is worth a thousand words" is most apt;
for investigators and prosecutors, nothing can replace a visual
reference to the scene or victim. Many cases are not prosecuted
because the physical evidence is not compelling or readily available.
Expected
results and benefits to be realized by the implementation of this
project are itemized below.
- The amount of investigative staff time required to successfully
close a case would be significantly reduced. Photographs are also
powerful evidence in a court of law. Having these photographs immediately available for examination
while reviewing a police report will assist investigators in determining
case solvability. For each non-death case that is closed, a police
investigator spends at least one hour of time requesting case photographs
and distributing/delivering the photographs to the District Attorney's
Office. With the proposed system, both the District Attorneys' Office and the police- investigators
would have immediate access to these photographs.
- In FY 1998-99, 390 assault cases and 550 domestic violence
cases were rejected during, the complaint review process.
It is anticipated that with supporting photographs, the number
of District Attorney rejections will be greatly reduced.
- Printing photographs on the laser printer, rather than using
"silver image" technology will result in significant cost
reductions. During
August 1999, the My Police Department photo lab printed 8,700 photographs
using traditional methods. Each 4"x5" color print costs
$0.15 to process. We
estimate that per-print cost of photographs using our proposed system
will drop to $0.07 or $0.05 per print, a reduction of approximately
60% in processing Costs
- The number of photographs immediately made available for
investigator review will increase, During August 1999, the My Police
Department photo lab printed 8,700 photographs, but processed 1,277
rolls of film, with 12 exposures per roll, for a total of 15, 324
exposures. We estimate that all of these exposures could have been
available for investigator review if the proposed system had been
in place. This is an increase of 76% in the number of photographs
available for review.
- Significant
staff time savings will be realized. The Senior Office Specialist now employed in the My Police
Department photo lab uses approximately 15 hours per week to respond
to photo requests, distribute the photographs, and notify the investigators
that photographs are available for viewing. If photographs were available on-line for investigators to
review and print, this administrative support time for this function
would be significantly reduced if not eliminated, and the individual
assigned to complete these tasks could be utilized to complete other,
more constructive projects.
These benefits will be realized as the result of the following improvements:
- A smoother
flow of existing images due to the ability of law enforcement personnel
to instantaneously access photographs using desktop workstations,
versus physically pulling negatives from files, waiting for prints
to be processed, and distributing photographs to prosecutors.
- Increased availability of photographs, which will enhance
the ability of law enforcement agencies to determine appropriate
charges when enhancements when filing criminal Cases.
3. Approach
A. Plan of Action: Currently, patrol officers or investigators
take photos at crime scenes with a variety of cameras. These photos
are submitted to the photo lab to be processed into negatives, but
only the photographs related to death cases are routinely printed.
This curtailed approach has been adopted in order to reduce substantial
costs associated with the printing and storing of photographs. Should
police investigators or county prosecutors developing a non-death
case need photographic evidence, a special request is processed
and the photographs are printed, delivered, and distributed.
The
proposed method, using the latest available technology, maximizes
the use of photographic evidence by establishing a system for digital
storage and prompt retrieval of these images. After film is processed to the negative stage, it will be
scanned into secure digital files and stored on designated servers
housed in the My Police Department for retrieval by authorized law
enforcement personnel. Rather than "silver print" processing, which is time-consuming,
costly, and uses toxic chemicals that are an environmental concern,
case photographs will be printed immediately from a computer workstation
using a laser printer. A limited number of digital cameras will be employed in the
field to examine the cost and efficiency impact of eliminating all
of the 35mm cameras now most commonly used. The District Attorney's
Office and the County Crime Lab will have desktop access to this
photograph evidence. This
will eliminate the need for investigators physically pulling negatives
from files, waiting for prints processing, logging the prints, and
hand delivering prints to the attorneys. Access for all authorized law enforcement personnel will
be instantaneous.
The
proposed solution includes all necessary hardware and software. The system provides for rapid retrieval, display, and transmission
of large image/data files. The efficiency is achieved through software design and user
configuration of descriptive databases. Future hardware reconfigurations
or upgrades are not necessary.
The proposed system includes the following features:
- Custom-design display and printing requirements
- Definition and customization of the descriptive database
- Standard and ad hoc query capabilities
- Image compression using industry standard JPEG compression
- Single or multiple high-resolution images for a specific crime using 35MM, digital or SVHS video cameras
- One step" creation of case jackets, image loading for that case, and logging of case records
- Client/server architecture with WAN/LAN functionality
- Secured database
- Consistent image capture (quality control checks)
Assigned investigators and prosecutors will be able to retrieve the images
from existing networked workstations. This capability enhances the ability of law enforcement personnel
to thoroughly evaluate a case, not just from the terse content of
the written police report, but through the ability to visualize
the extent of real life injury or damage sustained by victims.
B. Projections of activity
The current workload for the My Police Department photo lab averages
8,000 to 10,000 prints per month and approximately 300 to 400 rolls
of film processed each week. Using these reference numbers, the
scanning of these rolls of film will enable over 75% more photographs
to be viewed by investigators- This increased availability benefits
the Police Department, the District Attorney's Office, and, ultimately,
all law enforcement agencies in My County.
C. Success criteria and measurement
Success
criteria will be measured and enumerated as itemized below.
- A reduction in the amount of investigative staff time required to successfully close a case.
- A reduction in the number of cases rejected by the District Attorney due to lack of photographic evidence.
- Cost reductions realized as the result of printing photographs on the
laser printer rather than using "silver image" technology.
- An increase in the number of photographs immediately made available for investigator review.
- Significant administrative staff time savings in the My Police Department photo lab, resulting in the redeployment of support personnel to complete other, more constructive projects.
For the first six months the system is operational, the My Police Department
will run ad-hoc reports to ascertain 1) the changes in numbers of
cases closed by criminal complaint or turned down by the District
Attorney's Office in the crime categories of domestic violence,
child and elder abuse/neglect, assaults, juvenile crime, missing
persons cases, hate crimes, and traffic investigation, 2) the increase
in the number of photographs available for case review, and 3) cost
reductions realized as a result of printing photographs on the laser
printer versus the usage of "silver image" technology
now in place.
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Cost Justification II
DIGITAL CRIMESCENE - PHOTOGRAPHIC MANAGEMENT SYSTEM FUNDING REQUEST
SYNOPSIS:
The tasks of investigators continue to become more complex.
Conventional 35 mm and Polaroid photography is expensive,
cumbersome, slow and contributes little to the initial investigative
process. Digital imagery
(photography), using the latest available technology, maximizes
the use of photographic evidence by establishing a system for digital
storage and prompt retrieval of images.
PROBLEM:
Currently,
photographs are shot during the preliminary investigation phase
of an investigation using a variety of cameras.
These photographs may be readily available to the investigator
or they may not, depending on format. Human error, misplaced film or photographs, and equipment
malfunctions at times hinder successful criminal investigations
and prosecutions.
DISCUSSION:
Digital CrimeScene is a computer based system for the secured storage and
management of digital images (photographs) and conventionally photographed
pictures.
Digital photography eliminates the need to wait for a photo lab to develop,
print and deliver photographs.All photographs (digital images) can be previewed immediately
and retaken if not satisfactory.Digital images are stored as electronic files on a variety
of re-usable storage devices.
The Digital CrimeScene System also allows photographs captured on film
and Polaroid pictures to be scanned into the system and cataloged
alongside photos taken with digital cameras.
Importantly, Digital CrimeScene immediately archives images to CD ROM as they
are entered into the system and catalogs the images for retrieval
and printing.The CD
serves as an "Electronic negative" which can never be
altered.
Digital CrimeScene's sophisticated security system provides controls that
users access for viewing, printing and adding images. User activity is also audited. Activity reports are designed to identify users that have
viewed, printed and added photos to the system.
Digital
images are admissible in court. The integrity of any evidence rests on the credibility of the
person presenting it, not on the technology or tool used to capture,
collect or preserve it.
California
Evidence Code Section 1500.6 - Admissibility of Printed Representation
of Images Stored on Video or Digital Media to Prove Existence and
Content of Image.
(a)
Notwithstanding section 1500, a printed representation of an image
stored on video or digital media shall be admissible to prove the
existence and content of the image stored on the video or digital
media. Images stored on video or digital media, or copies of images
stored on video or digital media shall not be rendered inadmissible
by the best evidence rule. Printed representations of images stored on video or digital
media shall be presumed to be accurate representation of the images
that they purport to represent. This presumption, however, is a presumption affecting the
burden of producing evidence only.< If any party to a judicial proceeding introduces evidence
that such a printed representation is inaccurate or reliable, the
party introducing it into evidence shall have the burden of proving,
by preponderance of evidence, that the printed representation is
the best available evidence of the existence and content of the
images that it purports to represent.
The
Department currently is developing a Protocol for Preserving Evidential
Digital Images, in conjunction with the District Attorney's Office. The Digital CrimeScene sophisticated security system would
meet the standards currently called for in this protocol. The Digital CrimeScene system also would be compatible with
the Records Management System (RMS).
Currently,
photographs are shot during the preliminary investigation phase
of an investigation using a variety of cameras. Conventional 35 MM and Polaroid photography is expensive,
cumbersome, slow and contributes little to the initial investigative
process.
Patrol
Officers or investigators take limited numbers of photographs at
crime scenes due to cost considerations regarding the cost of the
film. Exposed 35 MM
film and Polaroid pictures are placed into evidence. The 35 MM photographs are not developed until requested by
the case detective. This
curtailed approach has been adopted in order to reduce the substantial
cost associated with printing and storing of the photographs.
Should
an investigator need to view the photographs that were taken for
a case, if they are Polaroid pictures they must be requested from
evidence. If they are
35 MM photographs, the film needs to be developed via a lab request,
or taken to a contracted developer for developing and printing.< This delay can hinder prosecution efforts and dilute the impact
threat potent visual images of victims and crime scenes impart to
case investigators and prosecutors. Investigators and prosecutors may decide not to pursue or
prosecute a case that would otherwise be considered viable with
photographs graphically portraying victims and crime scenes. In domestic violence cases, prior photographs can be linked
to current photographs to demonstrate escalation of injuries, enabling
law enforcement and prosecutors to make expeditious, informed decisions
on investigative direction and case prosecution.
The
objectives of this proposal are to eliminate impediments to the
successful resolution and/or prosecution of criminal cases by addressing
two problems. First
the cost considerations of film and developing. Second increase the number of cases closed and filed for
prosecution.
Initially,
the proposed solution, which establishes a system for the digital
storage and retrieval of evidentiary photographs now manually, processed,
will enhance communications and data sharing between the Sheriff's
Sub- Station and the District Attorney's Office. Quantifiable, immediate benefit will be realized in two areas:
- The cost saving for film, and developing
- An
increased number of cases closed and filed for prosecution
The
long-term goal of this proposal is to have a system of this sort
accessible to every Sheriff's Station. This secure electronic database will be utilized by all Sheriff's
law enforcement personnel to enhance knowledge of injury, loss and/or
damage sustained by the crime victim, and to allow the District
Attorney's Office to better evaluate cases and file the most appropriate
charges.
The
axiom "A picture is worth a thousand words" is most apt;
for investigators and prosecutors, nothing can replace a visual
reference to the scene or victim.
Many
cases are not prosecuted because the physical evidence is not compelling
or readily available. Expected
results and benefits to be realized by the implementation of this
proposal are:
- The
amount of investigative staff time required to successfully close
a case would be significantly reduced. Photographs or digital images are also powerful evidence
in a court of law. Having
these digital images immediately available for examination while
reviewing a crime report will assist investigators in determining
case solvability. With
the proposed system investigators would have immediate access
to these digital images (photographs).
- It
is anticipated that with supporting digital images (photographs),
the number of District
Attorney rejections will be reduced.
- Printing
digital images (photographs) on a laser printer, rather than using conventional technology will result in significant cost
reductions.
- Digital
images (photographs) will be immediately available to investigators
for review.
- Professional
staff timesaving will be realized. If digital images (photographs) were available on-line
for investigators to review and print, the support time of the
evidence clerk and station aide would be significantly reduced
if not eliminated, and these individuals would be free for other
tasks.
These
benefits will be realized as the result of the following improvements:
- A
smoother workflow due to the ability of permitted personnel to instantaneously access digital images using desktop workstations,
versus physically pulling negatives from files, waiting for prints to be
processed.
- Increased
availability of photographs, which will enhance the ability of
Investigators and prosecutors to determine appropriate charges
and enhancements when filing criminal charges.
- Rather
than conventional "silver print" processing, which is
time-consuming, costly, and uses toxic chemicals that are an environmental
concern, case images (photographs) will be immediately available
from a computer workstation using a laser printer.
The
proposed solution includes all necessary hardware and software. The system provides for rapid retrieval, display, and transmission
of large image/data files. The efficiency is achieved through software design and user
configuration of descriptive databases.
The
proposed system includes the following features:
- Custom-design
display and printing requirements
- Definition
and customization of the descriptive database
- Standard
and ad hoc query capabilities
- Image
compression using industry standard JPEG compression
- Single
or multiple high-resolution images for a specific crime using
35mm, digital or SVHS video cameras
- one
step creation of case jackets, image loading for that case, and
logging of case records
- Client/server
architecture with WAN/LAN functionality/li>
- Secured
database
- Consistent
image capture (quality control checks)
It
is projected that the Sub- Station could save the approximate $18,000.00
spent annually for the purchase/developing of approximately 23,000
35MM film and Polaroid photographs. This estimate is based on projections of film usage and cost
based on my research of purchase volumes, as there is no one account
for tracking film and developing costs. The
digital camera does not require the purchase of new film and eliminates
developing costs except for the minimal cost of ink cartridges for
a printer and paper cost.
To
obtain maximum benefit from this system it is proposed that a digital
camera should be purchased and issued to each uniformed officer
assigned to the Sub- Station. Currently, the recommended digital camera will cost about
$500.00 each. Deputy
Sheriffs are issued much more expensive equipment, they are expected
to maintain. If issued
digital cameras and encouraged to use them, even off-duty to gain
familiarity with use, it is expected there would be a tremendous
increase in the submission of photographs or digital images with
cases.
The
digital camera kit to be furnished to each Deputy would include
the following basic equipment:
-
Digital camera, with battery
-
Flash (external or internal)
- Extra
battery
- Battery
charger
-
Sufficient storage devices to capture 100 images
- Cardboard
evidence envelopes for storage devices
- Evidence
ruler
- Tape
measure
CONCLUSION:
With the purchase of this system assigned investigators will be
able to retrieve images from existing workstations. This capability
enhances the ability of law enforcement personnel to thoroughly
evaluate a case, not just from terse content of the written police
report, but through the ability to visualize the extent of real
life injury or damage sustained by victims.
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