Seattle Police Department Document Management

Trio Group has supported the Seattle Police Department for over 10 years. 

When we first engaged with the department, they were experiencing a variety of challenging issues:

• Obsolescence due to overordering

• Inaccurate copy/text/document specifications due to poor version control

• Stock outages due to ordering too late and not allowing for standard production timelines

• Increased unit costs and uncertain order verification due to multiple overlapping vendors

We proposed implementing a full document management program to reduce or eliminate the challenges that were being experienced by the Quartermaster and the individual stations.  As part of a city-wide contract renewal SPD finance conducted an audit of their document costs and we were awarded the document management program after a careful review of dozen or more representative forms and the unit cost for each. We were proud to offer the lowest aggregate cost of multiple vendors.

Comprehensive Document Management

The document management program we launched started with a complete catalog of every document the Quartermaster inventoried and supplied to each Police Precinct/Substation.  We gathered samples of over 100 documents and electronically cataloged each one, including:

• Production specifications for each document

• Past order quantity for each document

• Electronic art file for each document

• Identification of primary end user

• Development of an order approval process that included a forms sponsor at the SPD headquarters who would act as a central liaison for content management and reorder approval for ALL art files

• Current unit cost

Online Print Ordering Platform

By cataloging each form, we were able to review and capture all the correct order specifications before an order point was reached.  This cataloging exercise enabled us to search for the most cost-effective manufacturing process and allow for combination ordering to further reduce unit costs. By creating a library of electronic forms we were able to track any content changes as they were being developed and insert notes/instructions in the file so that when an order became necessary we would be ready to proceed.

Custom Forms Printing

The cataloging exercise also allowed us to identify difficult forms, such as the Notice of Infraction and Criminal Citation that had very specific requirements such as an internal sheet original impression barcode to eliminate scanner misreads” during processing.  There are only two or three presses in the country with the ability to produce this highly complex document, so we worked closely with SPD to identify the usage trends and optimum order quantity while taking into account Washington court directives regarding content and law updates that impacted these unique and complex forms. 

Outcomes

Thanks to the online ordering platform and our printing facilities, Seattle Police Department can count on Trio Group as a single point of contact. This is key for a decentralized organization that has many unique printing needs that require a high degree of resource capable engagement. From community engagement and communications to internal data gathering, SPD has the tools and high quality print products they need to do their work.

In addition to the Quartermaster we support many other end-users with a variety of unique requirements, including but not limited to:

• Recruitment outreach via direct mail

• LGBTQ+ community outreach via posters and merchant labels that identify safe places throughout the Seattle community

• Plastic evidence bags

• Foil embossed Chief of Police “certificates” and presentation folders for awards ceremonies

• And much more

Through careful analysis of ordering patterns, we are able to substantially reduce obsolescence and reduce unit cost by consulting on optimal order quantities and planning for future needs.  We carefully document the usage of a document and its life-history so we can improve the usage and processing of each form to improve efficiency.

Where appropriate we shift the departmental management requirements to Trio Group and capture critical data so no loss of process in incurred, especially during personnel transitions.  We’re proud to be an integral part of the team helping to provide ready resources and provide input on new projects/programs as part of the planning process to assist early cost-benefit analysis efforts.