From Police Report to Prosecution File: How Forces Reclaim Admin Hours
Officers spend valuable hours on administrative tasks that can be automated. Paper incident reports are scanned and stored in network folders with no central search function. Photos, witness statements and prosecution notes sit in separate email inboxes. Anyone who needs a file ends up digging through folder structures or asking a colleague for help.
This is not an isolated situation. Many forces still rely on disconnected tools that do not communicate with one another. The result is duplicate data entry, delays in transferring files to the prosecution service, and an increased risk of losing documents.
An integrated document management system connects every link in the chain. The flow works as follows:
Intake via scan, email or digital mailroom
Automatic classification: incident report, complaint, transfer note or prosecution memo
Linking to the case number and enrichment with metadata
Workflow via iFlow to the local information unit, prosecution or administration
Tamper-proof archiving in iStore with a configurable retention policy
Every document reaches the right place without manual intervention. iGuana iDM combines these steps in a single platform. The Digital Mailroom handles intake, MiraKnows.ai processes and classifies automatically, and iFlow routes each document to the responsible department.
The benefits are tangible. Full-text search replaces manual navigation through folder trees. Parallel approval replaces the physical circulation of paper files. Duplicate registration disappears because each document is entered once and automatically available to all services involved.
Officers no longer wait for a colleague who currently holds the paper file. The prosecution service receives documents through a secure, structured workflow. Senior officers and heads of department maintain visibility into case progress without having to request updates manually.
Not everyone in a police force needs access to the same documents. iGuana iDM uses role-based access control (RBAC): a patrol officer sees their own reports, the local information unit manages intelligence files, the prosecution service receives only the documents intended for it, and the chief of police has a process-level overview.
This is not an added layer of complexity. It is the baseline requirement for legally sound handling of sensitive police information, in line with current information security regulations.
iGuana iDM is already trusted in the Belgian public sector. The platform scales from small local forces to larger organisations with multiple departments and locations.
Want to see how the Digital Mailroom and DMS workflow fit your organisation? Request a demonstration via our contact page or learn more about the Digital Mailroom.