Meet the Client
Westminster Police Department serves a Colorado city of over 116,000 residents nestled between Denver and Boulder. Known for their proactive community policing approach, the department balances protecting a growing population with maintaining the personal touch of a smaller agency. Like many law enforcement organizations nationwide, Westminster PD relies on accurate record-keeping to serve their community effectively. Officers need to be on patrol, not buried in paperwork.
Daily Detour: When Legacy Systems Hold Your Data Hostage
Westminster PD prepared to retire their aging Records Management System, iLeads. The plan was simple: migrate to Central Square’s Inform RMS and keep moving forward. However, reality hit hard when they discovered their legacy system had other plans.
iLeads was an outdated, closed 32-bit platform. Standard database conversions wouldn’t work. The system architecture made automated data extraction impossible. Westminster faced a brutal choice: manually generate PDF reports for 358,105 cases or lose decades of critical police records.
Each case required a user to log into iLeads, navigate to the record, generate a PDF, and save it. The math was devastating. At even a conservative estimate, this manual process would consume over a year of full-time staff work. Officers and records staff couldn’t afford that kind of time away from their core responsibilities.
Traditional data migration tools couldn’t bridge the gap between the legacy system and modern archival platforms. The department had already invested in Laserfiche for document management and business process automation citywide. Getting those 358,105 cases into Laserfiche securely and accurately became the mission-critical challenge.
About our Client
CLIENT NAME:
City of Westminster, CO
Police Department
POPULATION:
est. 115,000 residents
SOLUTIONS:
The Solution: Digital Workers Don't Take Coffee Breaks
Westminster consulted with MCCi to solve what seemed like an impossible problem. Our team recommended robotic process automation (RPA) to eliminate the human bottleneck.
Here’s how it worked: a software bot functioned as a digital worker with one job. Armed with case numbers and system access, the bot logged into iLeads just like a human user would. It navigated to each record, generated the PDF report, pulled all associated case attachments, and deposited everything into Laserfiche with proper indexing and metadata.
The bot worked around the clock. No lunch breaks. No sick days. No vacation time. While Westminster staff focused on serving their community, the digital worker systematically processed hundreds of thousands of records with perfect accuracy.
This approach preserved data integrity while meeting strict retention requirements. Every searchable field, every attachment, every critical piece of evidence made the journey from legacy system to modern document management platform. Westminster maintained complete audit trails throughout the entire process.
The Results: From 12 Months to 13 Weeks
The data migration that could have taken over a year wrapped up in just 13 weeks. Westminster retired their legacy RMS on schedule. Officers stayed on patrol. Records staff kept serving public records requests without interruption.
Beyond the immediate time savings, Westminster discovered something valuable: robotic process automation wasn’t just for one-time projects.
“The department is incredibly thankful for the amount of searchable information that we retained while implementing a new RMS and maintaining records with the required retention schedules,” said Veronica Lopez, records technician for Westminster Police Department.
Lopez found her passion in the process. “I found my niche! These technologies energize me to find more use cases in our agency. I have the Laserfiche and Blue Prism bug. I am truly passionate about this technology.”
Data migration for end-of-life applications represents an excellent entry point for implementing RPA in government organizations. Whether your agency faces project-based automation needs or ongoing repetitive processes, digital workers handle the work while your team tackles strategic initiatives.
Law enforcement agencies nationwide face similar challenges when sunsetting legacy systems. The combination of outdated technology architecture, strict retention requirements, and limited staff resources creates the perfect storm. RPA offers a practical path forward that respects budget constraints while delivering results your community deserves.