SUCCESS STORY
Glendale Police Department
Industry• Law enforcement

Solution• OpenText™ Brava!™

Results
Sped response to public records
requests with intuitive, on-the-fly
redaction scripts and tools
Reduced department’s redaction
tasks by several hours
Enhanced protection with true
redaction to ensure sensitive
material is fully removed

Arizona law enforcement
strengthens protection

Glendale Police Department speeds work cycle, public service
and increases security with OpenText Brava!
“OpenText Brava! reduced
the time it takes with eachreport, which increased
our work production andultimately our efficiency.”
Daniel Soto

Glendale Police Sergeant
Glendale Police Department

Arizona law enforcement strengthens protection

Law enforcement officers protect lives and property. When it
comes to releasing public records, they are also called upon toprotect privacy and confidential information.

Glendale PD wanted to deploy redaction software that truly redacted
content and metadata—not just a highlight that could easily bereversed to reveal text.

In 2010, the Glendale Police Department (Glendale PD) generated
more than 42,000 Offense and Traffic reports. Following a request
for one of these reports, as mandated by Arizona Public Records
Law, the department must first determine if the report is suitable fordistribution. According to Glendale Police Sergeant Daniel Soto, “Themain reason for not releasing a report is for an ongoing investigation
because it could jeopardize that investigation. Other than that, we arerequired to release a redacted copy to the public upon request.”

Following research, the law enforcement agency chose OpenText™
Brava!™, an electronic tool that safely removes privacy informationand sensitive content from virtually any document type, including
PDF, TIFF,and Microsoft Word and Excel. Brava! makes it easy toredact all instances of a name, social security number, birthdate,phone number, account number and more. Redactions can be applied
simply by dragging a box, searching for text strings or patterns, using
predefined block out zones or applying reusable scripts. Brava!
then creates fully sanitized TIFF or PDF renditions of the original
document for easy distribution—redacted content is actually
removed in the output file, not just covered. “In addition to timesavings, we now have the security of knowing the document istruly redacted,” said Sgt. Soto.

When responding to requests, the Glendale PD must first redact
sensitive information, including social security numbers, phonenumbers and other information, from the police report before
releasing it to the public. It must also redact medical information andany specific descriptions of bodily injury in accordance with HIPAA(Health Insurance Portability and Accountability Act) Privacy rules
and any crime details considered to be too explicit or graphic for thegeneral public.
With police reports containing so much privacy material andconfidential information, the ability to quickly and accurately turnaround public requests is a daunting task. As explained by Sgt. Soto,“A typical homicide report could be two, three, four hundred pages
long. That’s going to take some time to get through.”Previously, officers used Microsoft Word to block out text. “It wastaking forever. With our sergeants spending a significant amountof time redacting reports, we wanted to find ways to automate
that, make it easier,” Sgt. Soto said. In addition to saving time, the®

Speeding up the work cycle, Sgt. Soto estimated Brava! reduced
redaction tasks by several hours across the Criminal Investigations
Division while it is also used by the public information officer andRecords Division. “Accurately redacting reports is a very time
consuming job. Efficiency is very important to our agency andBrava! reduced the time it takes with each report, which increased
our work production and ultimately our efficiency,” he said.
Following installation of the solution, initial user experience included
running a script using known terms and then going back to readthe entire report, doing redactions on the fly. If sergeants foundadditional text to redact, they would click on the “Find & Redact” tool,
type in the text and then redact it. Suspecting there might be a way
to do this with less clicks, the department approached OpenText.

“In addition to timesavings, we now
have the securityof knowing thedocument istruly redacted.”
Daniel Soto

Glendale Police Sergeant
Glendale Police Department

Arizona law enforcement strengthens protection

OpenText listened to questions and concerns, according to Sgt.
Soto. “The OpenText team gave us a two-hour training session
here at the station. And we sent our homicide sergeant down tothe OpenText office. He went through everything in Brava! that hethought would be a benefit to us.”Based on the police department’s feedback, OpenText created a new“Redact Text” tool. Ideal for a “read and redact” process, it allows auser to select a word, name or phrase to redact and instantly redact

all instances throughout the entire report. Sgt. Soto said the new tool
shortcuts a few steps, reducing redaction time.
The sergeant commented on OpenText’s responsiveness: “I don’t think
we’ve ever had a company do anything like that for us. I’m very
impressed with the willingness of OpenText to really look at and see
what customer wants and needs are and try to adapt to those.”

About OpenText
OpenText, The Information Company,
enables organizations to gain insight
through market leading information
management solutions, on-premises orin the cloud. For more information about
OpenText (NASDAQ: OTEX, TSX: OTEX)
visit opentext.com.
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