INSTANT RECALL

By: William Vincent
VTS Investigations, LLC
Chicago, Illinois
www.PIchicago.com
vtsinc@PIchicago.com

Many investigators actively practicing their craft have some degree of computer skills. The computer has become an essential tool in the investigative process. It is a tool that is now utilized more often than the camera, video recorder and handheld dictating device.

The computer is a device not to be feared or avoided. You cannot break it by typing commands or experimenting with its programs. As with any tool, you need to use it. Many of us do not have the time to read hardware and software documentation from front to back but a review of the table of contents and index can provide an overview of the general functions of the device.

Several investigators are "hands on" with their computers and many assign these tasks to support staff or the "younger" investigators. In either case we are typically using software programs such as word processors, spreadsheets, databases, accounting packages and schedulers. These software programs are efficient time savers and provide the product we present to our client. We have come a long way from the white out and the carbon paper.

Progress and advancements in this arena are accelerating at a fast pace. The computer industry is working to make the computer as easy to use as the telephone. I have recently been experimenting with voice recognition software and it has come a long way. It's not quite there but soon we will be able to dictate our reports or record our witness statements directly into our word processor for printing and distribution. So even if you cannot type it is important that you keep abreast of the technology.

If you are the owner of an agency or manager of several investigators you need to have a strong basic knowledge of the computer and the various programs available to your company. Providing these tools, and the necessary training to your staff, translates into a professional and challenging work environment. It will also assist you in retaining the young, knowledgeable and profitable investigators that are doing the day-to-day legwork.

If you are managing a staff, running an agency or carrying a heavy caseload it is difficult to keep current with the latest technology. It is important to have a consultant or computer technician available to put together or upgrade your system. In most cases it is a waste of our time to try to set up the computers, networks or write the databases. We should do what we do best, investigate or manage.

A good, basic knowledge of computer hardware and software is necessary when you are dealing with your consultants or technicians. They understand computers but do not understand our business. Your computer programs should be made to fit your business, your business should not be made to fit the program. A well thought out and designed system will increase efficiency and save money in the long run.

How do I keep abreast of changing technology? What programs should we have? What type of network should we utilize? How much space and speed do we need on our computers? How do I keep track of computers, investigators, case files, schedules and all those other daily items necessary in the operation of the business and my life? It can seem overwhelming at times but I found the answer.

Several years ago I attended a seminar in Jackson Hole, Wyoming. In addition to being a beautiful setting, I learned of a small computer software program that has changed the way I do business.

I cannot remember the name of the speaker (I did not have this program yet) but he was discussing a complex forensic investigation. This forensic scientist typified the classic intellectual; tweed coat, with patches on the elbows, thick bifocals, wrinkled slacks and a permanent indentation on the middle finger of his writing hand. As he spoke he had slides and transparencies scattered around his presentation area. He would often digress and then had difficulty finding the corresponding slide or transparency.

It was obvious that organization was not his strength. The type of investigation he was conducting took place over several years and involved thousands of pieces of evidence and documentation. He was tracking many small pieces of information not knowing their potential relevancy. As he continued to speak, I wondered how he possibly organized all this material, while I observed his scattered technique in action.

At the conclusion of his talk I asked him how he was able to keep track of all this information. (Manners dictated that I not add any comments about with his obvious disorganized demeanor.) Although he was very knowledgeable in his field and was able to eventually establish a pattern that led to a conclusion to the case I knew he must have had a system.

The scientist told us with a straight face that he initially had problems tracking the vast amount of information he began to collect on the case. He used Post It Notes on which he scribbled information, placing them about his work area. As the case progressed the material continued to expand and became uncontrollable.

With my pen poised to take notes about his system he said the words, " Info Select." He told us that this was the name of a small computer program formerly known as "Tornado." The program allowed the user to enter information randomly and then searching could be conducted by typing any known letters or numbers. There were no boxes or fields to fill in as the program was free form. He described the program as an electronic Post It Note.

Picture a 1000 post it notes taped to a wall and when you begin to describe a portion of the note you are searching for, it would jump off the wall into your hand. The scientist said that the use of this program allowed him to establish a pattern that was instrumental in the successful conclusion of the case.

When I returned to my office in Chicago I contacted the designers of Info Select and ordered the program. I have been using this program since that date and it has had a significant impact on how I do business. This program has advanced into the latest version that is now known as Info Select Version 5. The latest version includes upgrades that will blend into the use of the web and email.

Info Select is self-described as a Personal Information Manager but it is much more that this. I would describe the program as my personal photographic memory. The beauty of the program is its ease of use. Just enter your random bit of information and you can then find it anytime by beginning to type any matching letters. As you type more letters or words, non-matching notes begin to disappear.

Info Select allows ultimate flexibility in areas where other PIMs (personal information managers) are rigid. In addition to random notes, this program has a scheduler, phone dialer, email organizer and small, built in databases. All functions work on the same principle of easy retrieval. Even if you are currently using a PIM you will find Info Select a valuable addition to your computer. Info Select will give you this electronic photographic memory.

Our office utilizes Info Select on every workstation for personal notes such as general contacts, sources, case notes and private calendaring. We also have the network version that allows general information to be shared among our office personnel. Company scheduling, the policy manual, internal email and general office contacts are available within our entire organization. For instance, we have entered the names, addresses and phone numbers for all the police agencies in the Chicago metro area. As you begin to type the name of the town the number of "notes" decreases until only the matches are shown. This saves our personnel considerable time and decreases the use of directory assistance.

Setting up specific topics for more advanced organization is also extremely easy. If you are working on a complex investigation you can easily track case notes, witnesses, to-do items, documents and other relevant matters on the file. Info Select allows you to use the standard cut and paste functions of the windows operating system making it simple to enter all types of notes. The drag and drop functions allow the maneuvering of data among various topics.

Info Select is produced by Micro Logic Corp. 89 Leuning St., PO Box 70 Hackensack, NJ 07602 Telephone 201/342-6518 http://www.miclog.com. The cost of this program is approximately $100.00.

If you want to amaze your coworkers, associates and clients experiment with Info Select. You will be a better investigator, manager or owner within one week. Guaranteed!