11 Benefits of Using an eCitation System

Officer safety and speed are two of many reasons law enforcement agencies have started implementing electronic citation (eCitation) systems. These digital systems replace the manual process of filling out paper forms by hand to write tickets.

Today, officers can use eCitation software to quickly generate digital forms and file them with the appropriate agencies. Compared to traditional, paper-based systems, eCitation solutions offer numerous benefits and are becoming increasingly popular across the state of Texas (and the country as a whole). Let's look at the top 11 benefits of using an electronic citation system.

1. Improved Accuracy

One of the most significant advantages of using an eCitation system is improved accuracy. With paper-based systems, officers have to fill out forms by hand, which can lead to errors and mistakes. An officer could write down the wrong license plate number or make a mistake when recording a driver's personal information, especially as they try to ensure the safety of themselves and those around them while completing extensive forms by hand.

With eCitation systems, however, officers can quickly input data using their digital devices, which reduces the likelihood of errors. Plus, they can rely on agency-specific customization to configure items such as violation codes, vehicle specifications, and court dark dates for quick and seamless data entry.

2. Time Savings

Electronic citation systems streamline the ticketing process for officers and agencies. With paper-based systems, officers often have to fill out multiple forms by hand, which is time-consuming and inefficient. More often than not, officers must also return to the office to enter their written data manually. With eCitation systems, though, officers can quickly generate digital forms with just a few clicks, which saves a significant amount of time and increases productivity.

Tickets that generally take 15 minutes or more to write can be completed in 4 minutes or less with an eCitation system. Plus, officers no longer need to then re-enter pertinent information into a separate filing system. Using their mobile device, they can quickly generate digital forms in just a few clicks.

Moving toward a more digitized environment makes information readily available on an accessible platform, saving time for the courts and civilians too. Real-time updates and convenient online payment options provide an additional layer of time-saving transparency for all involved parties.

3. Increased Efficiency

By automating many of the manual tasks associated with issuing citations, eCitation systems can help Texas agencies process cites in fewer steps. CitationWise, for example, comes with a "Dupe" function.

Officers often work specific intersections or problem roads for traffic violations. After writing the first citation in one of these hot spots, many items in the following cites are the same for each additional violation. Utilizing CitationWise's "Dupe" function, all information from a prior citation can be duplicated. Conditions, violation code(s), court jurisdiction, and court dates are all examples of repeat data fields CitationWise accounts for. The current violator and vehicle information can be scanned from barcodes, and a new cite can be completed quickly and efficiently.

The "Dupe" function can duplicate vehicle info, too, when there's a need for additional citations to other passengers in a cited vehicle. It also repeats passenger info when submitting additional citations to an already-cited individual is needed.

4. Improved Data Quality

By collecting data electronically, agencies can eliminate errors and ensure that data is entered accurately and consistently, lessening dismissals of police incident reports. With CitationWise, you can’t even submit a ticket without all the required fields filled out.

Plus, electronic citation systems help agencies make better data-informed decisions to improve their overall effectiveness. Increased data accuracy is crucial for agencies relying on precise analytics and insights to enhance their effectiveness.

5. Improved Officer Safety

Nothing is more dangerous for officers than having their heads down, especially for long periods while manually filling out paper-based forms. By reducing the amount of time officers spend on the side of the road filling out forms, eCitation systems can reduce the risk of accidents and other hazards. This can help keep officers safe and eliminate the likelihood of injuries, fatalities, or other threats.

In the event of an accident or a violation on a busy street, the officer has many duties, including creating police incident reports and maintaining a safe environment for all. Improving officer safety helps keep civilians and violators better protected as well.

6. Better Resource Allocation

Electronic citation systems help Texas law enforcement agencies allocate officer time and department budgets more effectively. By automating many manual tasks associated with issuing cites, eCitation systems allow officers to focus on other tasks, such as responding to emergency calls or patrolling high-crime areas.

It reduces back and forth between agencies and the courts, too. Rather than having to submit a paper police incident report and wait for a superior to approve the ticket before submitting it to the courts, a citation system like CitationWise accounts for court jurisdiction and reporting within the software so that multiple parties benefit from the seamless integration. 

7. Increased Revenue

Law enforcement agencies can expand their budgets by using electronic citation software. Automating the citation process allows agencies to issue more tickets in less time, resulting in higher revenue from fines and fees. Additional revenue can be used to fund other agency programs and initiatives. Plus, automation leads to fewer dismissals, legal issues, and dismissals, saving the agency and the courts money.

CitationWise software integrates with officers' mobile devices or tablets, eliminating the need for substantial hardware purchases to go digital. Compared to other eCitation solutions, CitationWise doesn't require agencies to purchase additional, often bulky, equipment. By utilizing software like CitationWise, agencies benefit from reduced paper storage and management, enabling them to allocate their resources and space more cost-effectively.

8. Improved Accountability

With eCitation systems, law enforcement agencies can increase their transparency and create a more cohesive department. By collecting data electronically, they can track the performance of individual police officers and quickly identify areas where improvements could be made. It can help ensure that officers are all on the same page, and address violations and create reports consistently with other officers.

By providing officers with the right tools, agencies can better ensure that they follow the proper procedures and perform their duties effectively. On the flip side, law enforcement can also ensure that violators are held accountable for their actions without room for error or debate that inevitably comes with paper-written incident information.

9. Enhanced Customer Service

As civilians receive eCitations, they'll benefit from a better overall experience. Digital forms allow individuals to quickly and easily review their citation information. Depending on the district, they can pay fines online too, reducing how much time they spend dealing with citations. 

With CitationWise, violators receive paper copies of their incident reports at the scene, easily printed wirelessly from the officer’s mobile unit. Plus, they can scan a QR code that gives them immediate access to pertinent information such as court dates or where to pay fines. Overall, the customer experience is elevated.

10. Reduced Environmental Impact

In an age where sustainability and environmental impact are top of mind for many different people, it's a huge plus that eCitation systems can help reduce the ecological impact of law enforcement agencies.

With digital forms, agencies can eliminate several paper forms from the process, which can help reduce waste and conserve resources. This can help agencies operate more environmentally and sustainably, reducing their carbon footprint.

11. Integrated Data 

By integrating eCitations with a Records Management System (RMS), officers can easily access all prior citations and any criminal records. They can capture real-time information on individuals, locations, vehicles, and property; all updates can be accessed and viewed by other officers and agency personnel. Narratives, videos, photos, and sound bites can also be included and are easily searchable on the RMS. This enables officers to identify potential threats, thus improving their situational awareness.

Once the incident is reported, investigators can start working on a case immediately, and agency personnel can track all activities associated with the case. This unmatched integration helps keep agency members on the same page, enabling them to communicate effectively and seamlessly.

CitationWise: An Electronic Citation System that Solves Paper-Writing Challenges

A software solution like CitationWise reduces errors, saves time, increases efficiency, improves data quality, and enhances officer safety. Modern eCitation solutions help agencies allocate resources more effectively, increase revenue, and strengthen accountability.

The benefits of eCitation systems are becoming increasingly recognized in Texas and across the United States as agencies move toward police department digitization. With CitationWise software, law enforcement agencies can improve their overall efficiency and serve their communities more effectively.

Are you ready to find out how an eCitation solution like CitationWise can help alleviate pain points and improve officer safety? Reach out and schedule a demo with our knowledgeable team. We are here to help!