How Tulsa Police Department Laboratory Went Paperless with Forensic Advantage LIMS

Client: Tulsa Police Department Laboratory

Industry: Forensic Science

Location: Tulsa, OK

Project: Lab Information Management System (LIMS) & Resource Manager

Date Implemented: 2013

The Tulsa Police Department Laboratory needed a modern solution to replace outdated paper-based processes. They turned to Forensic Advantage (FA) LIMS, which allowed them to transition to a completely paperless system while benefiting from advanced resource tracking, real-time case management, and collaboration with local law enforcement agencies.

Jon Wilson, Forensic Laboratory Director, shares how FA LIMS transformed their operations, improved workflow efficiency, and provided a scalable solution for local forensic labs.

Going Paperless: A Game Changer for Tulsa Police Department Laboratory

Before implementing FA LIMS, the Tulsa Police Department Laboratory relied heavily on paper records for case notes, resource tracking, and reporting. The transition to FA LIMS eliminated this inefficiency, enabling the lab to digitize all case processing notes, track testimony records, manage firearms evidence, and generate reports seamlessly.

“FA LIMS has allowed us to go completely paperless,” Wilson explains. “Everything from case notes to managing our firearms reference collection and testimony tracking is managed in one place. This has made our lab more efficient and has reduced the time spent on administrative tasks.”

The system also integrates directly with Tulsa’s local District Attorney’s offices and law enforcement agencies through the FA Web module. DA offices can pull reports directly from the system into their case files, eliminating the need for lab personnel to manually send records; a process that once took considerable time and effort.

Key Benefits of FA Web Integration

• Local DA offices can directly access lab reports eliminating phone calls and emails.

• Officers and DAs can retrieve reports on demand

• Reduces administrative workload for lab staff

• A critical enabler for operating a paperless lab environment

The Power of FA’s Resource Manager

One of the most significant advantages of FA LIMS for the Tulsa Police Department Laboratory has been the Resource Manager functionality. This tool has provided a better way to track lab supplies, grant-funded purchases, and essential forensic equipment.

“Resource Manager has been a game-changer,” says Wilson. “We can easily track all our supplies, monitor expiration dates, and keep a full history of upgrades, performance checks, and associated documents. This ensures compliance and simplifies audits.”

How Resource Manager Helps Tulsa Police Department Laboratory:

• Equipment Tracking: Maintains records of equipment maintenance and calibration history, purchases, and costs

• Consumable Inventory Management: Monitors chemical agents, reagents, and lab supplies for expiration and prevents use of expired chemicals

• Automated Audit Preparation: Keeps detailed logs of all resources used in casework

• Workstation Customization: Pre-loaded workstation setups ensure examiners have the right tools for each case

By configuring FA LIMS to their needs, the Tulsa Police Department Laboratory can efficiently manage resources and minimize quality actions in the lab.

Configuring FA LIMS for Local Lab Workflows

Although FA LIMS was originally designed for state labs, Tulsa Police Department Laboratory, a local forensic lab, has successfully customized it to meet their needs. One key distinction is how evidence is managed. Unlike state labs, which receive evidence alongside requests, the Tulsa Police Department Laboratory is a request-based lab, meaning they don’t receive evidence until it’s time to begin analysis.

Wilson explains, “FA LIMS is highly configurable, and while we had to adjust some of our processes, the system adapted well to our needs. Local labs might need to tweak their setup slightly, but the flexibility of FA makes it easy to implement.”

With the ability to modify report structures, adjust workflows, and integrate with their existing systems, the Tulsa Police Department Laboratory has made FA LIMS a critical part of their forensic operations.

A Smooth Implementation & Ongoing Support

FA LIMS was implemented at the Tulsa Police Department Laboratory in 2013, following a two-year setup and transition period. The lab ensured a smooth rollout by involving subject matter experts from every forensic discipline in their lab. FA had a knowledgeable team that was on-site to provide recommendations of what the system was capable of and beneficial for Tulsa’s lab.

Wilson emphasizes the importance of change management during implementation:

“No system will perfectly replicate how you did things on paper, but FA LIMS allows for the greatest potential to maintain familiar workflows. The key is to be open to some change and involve your team in the process.”

When the Tulsa Police Department Laboratory experienced a system outage due to external factors, FA’s support team provided quick assistance, ensuring that no data was lost and operations could resume as quickly as possible.

“The people at FA are great,” Wilson notes. “When they start working on a problem, they genuinely care and want to help.”

A Scalable LIMS for Local & State Labs

Tulsa Police Department Laboratory’s successful adoption of FA LIMS demonstrates that the system is not just for state forensic labs. It can be tailored to fit local labs as well. The transition to a paperless workflow, the efficiency of the Resource Manager, and integration with law enforcement agencies have significantly improved lab operations.

With FA LIMS, the Tulsa Police Department Laboratory has improved evidence tracking and ensured compliance with forensic standards, all while reducing administrative workload. Whether at the state or local level, FA LIMS provides a configurable, scalable solution that meets the evolving needs of forensic laboratories.