Virginia Department of Corrections

Use Case: Virginia Department of Corrections

BACKGROUND

The Virginia Department of Corrections (VADOC) Information Technology Department is on a mission to adopt innovative technology solutions that support staff and inmates while ensuring public safety. Amplitude9 worked with the VADOC to demonstrate how Robotic Process Automation can help the organization achieve its mission.

Like many organizations, VADOC is looking for ways to reduce costs spent on redundancies and repetitive tasks and allocate these funds to more important efforts. With more than 13,000 employees, VADOC is the largest state agency in the Commonwealth, which requires them to spend a significant amount of money on electronic file storage. The VADOC Information Technology Department recognized the importance of identifying files that are redundant, obsolete, or transitory (ROT) and removing them from the file storage, but the challenges they faced made it difficult for the process to move forward.

Due to the vast number of files stored throughout the years, it would take thousands of hours for VADOC employees to view each file, assess its purpose and importance, and determine if it should be kept or removed. As the VADOC focuses on its mission, no human resources could be spared for this daunting and manual task. Meanwhile, the organization continued to pay the high electronic file storage costs.

Virginia Department of Corrections IMPLEMENTS RPA

The VADOC Information Technology Department recognized the importance of using technology and machine learning to improve systems and usher in change. As a result, they engaged Amplitude9 to develop an automation that would alleviate the need for employees to manually review ROT files and is scalable, allowing the organization to review files across all divisions.

The software robot reviews files based on designated parameters that govern record retention such as file type, date added, and length of time since the document was last modified. Once the assessment is complete, a report is generated that gives that organization insight on which files are ROT and can be deleted, which leads to reduced storage and cost savings while complying with record retention rules.

RESULTS

During the RPA initial assessment, VADOC realized that 60% of the file share assessed by the automation fit into the ROT category and could be removed from the electronic file storage. When this process is implemented across all departments, the agency will save millions of dollars in storage costs that could be better spent on re-entry services for inmates and lowering recidivism rates to improve public safety.

VADOC is looking to further implement RPA and AI technologies to streamline their processes and save valuable time for their employees. For example, automation trained to redact information from PDFs and other document types can reduce repetitive work for the Compliance team and speed up delivery of FOIA requests, freeing up employees for higher-level tasks.

During the pandemic, visitations were not allowed to protect the health and safety of inmates, their loved ones, and employees. The VADOC is now exploring how RPA can help clear the visitation backlog quickly and remove mundane processes from critical resources.

ABOUT AMPLITUDE9

Amplitude9 provides RPA solutions that improve service delivery, reduce organizational costs, and increase employee satisfaction. To learn more about how RPA can transform government organizations and educational institutions, contact a member of the team for your complimentary consultation.

BACKGROUND SNAPSHOT
  • With 13,000 employees, electronic file storage is costly for VADOC
  • Many files are redundant, obsolete, or transitory (ROT)
  • Reviewing documents manually would take thousands of hours to complete
RESULTS SNAPSHOT
  • 60% of files are identified as ROT
  • VADOC can save millions of dollars in storage costs
  • RPA can streamline additional processes such as FOIA requests and clear visitation backlogs