US-based State Government Agency Digitizes Inmate Record Management with NewgenONE ECM Platform

Overview

A U.S. state government agency overseeing adult correction operations, spanning custody, care, probation, parole, and post-release programs, was burdened by massive volumes of paper-based inmate records. With over 30,000 incarcerated individuals and 80,000+ individuals on probation and parole, accessing and managing records had become slow, error-prone, and operationally risky.

To streamline processes, minimize losses associated with manual inefficiencies, and strengthen data governance, the agency partnered with Newgen to modernize its inmate records management ecosystem.

Key Highlights of the Implementation

• Digitized and centralized 100,000+ inmate records
• Improved security and governance through a unified digital repository
• Enabled quick and reliable document search and retrieval
• Integrated seamlessly with statewide identity management and criminal justice systems
• Empowered 400+ staff across multiple departments with secure, role-based access
• Reduced operational overhead and paper-handling costs

Business Outcomes

• Faster Document Retrieval
• Improved Disaster Recovery
• Guaranteed File Integrity
• A Secure, Scalable Digital Ecosystem

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