Mugshot Pro V 3.1. Identification Software. General Instruction Manual

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Gwendolyn Atkinson
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1 Mugshot Pro V 3.1 Identification Software General Instruction Manual

2 Contents 1. About Mugshot Pro 1.1 Product Overview 2. Software Installation 2.1 System requirements 2.2 Instructions for older operating systems 2.3 Mugshot Pro Client Server configuration 2.4 Installing the Mugshot Pro Server 2.5 Installing the Mugshot Pro Client 3. Software Setup 3.1 Entering general agency information 3.2 Selecting EZ Lineup Parameters 3.3 Setting the administrative password 3.4 Setting up user names and passwords 3.5 Using and editing dropdown menus 4. Connecting Peripheral Hardware 4.1 Connecting a digital camera 4.2 Connecting a scanner 4.3 Connecting a printer 5. Using the Software 5.1 Entering data 5.2 Entering digital photographs 5.3 Modifying a record 5.4 Deleting a record 5.5 Searching records 5.6 Using EZ Lineup 5.7 Printing and using reports 5.8 Using the Audit Log 2

3 Section 1: About Mugshot Pro Mugshot Pro Identification Software Digital Cop Mugshot Pro Software is a complete arrest record database that is featurerich, yet designed to be efficient and easy to use. Mugshot Pro Features: Intuitive interface that is clear and easy to follow. Compatibility with all Windows-ready digital cameras, scanners, and printers. Extensive user customization options for field names and operating parameters Auto Learning drop down menus. Comprehensive editing of all drop down menus and tables. User permissions managed by password. Full audit tracking of all user activity. Comprehensive search capability covering all words in all fields. Implementation of Exact Logic or Fuzzy Logic search options. Thumbnail views of front mugshot in search result grid. Recognition of prior arrests as new records are entered. Listing of all prior arrests when an existing record is opened. Storage of up to 12 photographs per arrest record. Simplified editing of new photos for consistent image presentation. Photo Viewer with save option. EZ Lineup feature for instant lineup creation. Option to select standard six-pack or single image sequential line up. Auto randomization of image position in six-pack lineup. Full identification of all participants in photo lineups. Customized witness disclaimer statement in all lineup reports.. NCIC compatible arrest reporting with front and side view mugshots. Wanted, Missing, Bolo poster reports. Ability to print ID cards, 3x5 arrest cards, and distributable ID photo pairs. About Gateway Digital: Recognizing the importance of digital imaging to law enforcement technology, we created Gateway Digital, Inc. as a digital imaging research and development company dedicated to the application of digital imaging in law enforcement. Our goal is to produce image based software that is consistently easy to use, easy to learn, and highly durable to perform flawlessly under pressure. 3

4 Section 3: Software Setup Software Installation 2.1 System Requirements For best performance we recommend the following minimum hardware configuration: Windows 98 SE (or greater), Pentium III or equivalent system, 128 MB RAM, 800x bit video, 20 GB free storage. 2.2 Instructions for older operating systems CAUTION: Please read SYSTEM REQUIREMENTS carefully. Mugshot Pro software is designed to run on a broad range of operating systems but may require utility files to be added to some older systems. If you are running an operating system older than Windows 98 Second Edition, follow the special instructions below to add Microsoft utility files to your computer. Determine your operating system: 1) Go to Start\Settings\Control Panel 2) Double click the System Icon and read the information. Note the operating system and go to the instruction set below for the operating system you are currently running. WIN 95 IS NOT RECOMMENDED FOR MUGSHOT PRO WIN 98 (First Edition Only) 1) Explore the installation CD and navigate to (drive)\utilities\win98 2) Double click the file DCOM98.exe. 3) Follow the prompts. A restart may be required. 4) Double click the file mdac_typ_25sp2.exe. 5) Follow the prompts. A restart may be required. 6) Proceed to the Mugshot Pro server installation. NT 4.0 (Service Pack 6 is required) 1) Verify that NT Service Pack 6 has been installed. 2) Explore the installation CD and navigate to (drive)\utilities\winnt40 3) Double click the file mdac_typ_25sp2.exe 4) Follow the prompts. A restart may be required. 5) Proceed to the Mugshot Pro server installation 4

5 Section 3: Software Setup 2.3 The Mugshot Pro Client / Server system Mugshot Pro is a two-part package that consists of a server component and a client component. Mugshot Pro Server software is installed only once and runs in the background to manage the database of arrest records from one central location on the network. Mugshot Pro Client software is installed on each terminal on the network that is used to access the Mugshot Pro database. 2.4 Installing the Mugshot Pro Server This component is to be installed only once on the network. Mugshot Pro Server software is installed only once on the system server. On a standalone setup, the server software is installed first followed by the Mugshot Pro Client software. The Mugshot Pro Server software component is part of the automatic installation process and must be set up separately as illustrated the instructions below. Autorun the CD. Select the Install button for Data Server. Follow the install prompts. If your computer does not Autorun the CD then 1) Explore the Mugshot Pro CD and open the folder Server Install. 2) Double click the file setup.exe. 3) Follow the installation prompts. Note the path to the server. This path will be entered when each client is installed. 2.5 Installing the Mugshot Pro Client Do not install the Mugshot Pro Client until Mugshot Pro Server has been installed. Autorun the CD. Select the Install button for Client. Follow the install prompts If your computer does not Autorun the CD then 1) Explore the Mugshot Pro CD and open the folder Client Install. 2) Double click the file setup.exe. 3) Follow the installation prompts. Use the Browse Button or key in the server path as noted above. 5

Section 3: Software Setup 3.1 Entering general agency information Software Setup When the software is run for the first time you will be prompted to enter some data about your agency.

6 Section 3: Software Setup 3.1 Entering general agency information Software Setup When the software is run for the first time you will be prompted to enter some data about your agency. The information you supply here will be reproduced on reports generated by the system. On the lower part of the form, select the fields that will be used to determine prior arrests by placing a check in each relevant field. After entering your agency information, go to the Required Fields Tab and select those fields that you want to be required for a record to be entered. The user will be prompted if a required field is left blank. On this tab you can also rename some fields that appear on the Biographical Info Tab of the arrest report. Your agency may also wish to define custom fields. To do this, go to the User Defined Fields tab and name the fields according to your agency s special requirements. Note: It is not advisable to change field names once a database is in use, as data entered before a change may not be relevant to data entered after a change. Use these fields judiciously. 6

Section 3: Software Setup Agency Custom Fields Required Fields and Custom Fields When you have completed entering all the information required, you are ready to establish some general parameters for

System default values will are set up for you when the system starts up for the first time. Anyone with administrative access may edit these values at any time.

7 Section 3: Software Setup Agency Custom Fields Required Fields and Custom Fields When you have completed entering all the information required, you are ready to establish some general parameters for the software s Express Lineup feature. 3.2 Selecting Express Lineup Parameters Select the Express lineup tab. System default values will are set up for you when the system starts up for the first time. Anyone with administrative access may edit these values at any time. A generic lineup witness statement is provided. This statement will print out on the witness form when a hard copy lineup is generated. You may edit or delete this statement to fit within your agency s standards. Selecting the USE EXPRESS DEFAULTS button will pre-configure the system EZ Lineup default values and return the witness statement to the system default. 3.3 Setting administrative passwords Select Admin from the menu bar. Select the Users option. Edit the existing administrator name and password to your preference. Make a note of this information and keep it in a secure place. Make your administrative account active by checking the box on the right side just above the grid. 7

Section 3: Software Setup 3.4 Setting up user names and passwords Select Admin from the menu bar. Select the Users option. Check the level of permission this user is to have when using the database.

8 Section 3: Software Setup 3.4 Setting up user names and passwords Select Admin from the menu bar. Select the Users option. Check the level of permission this user is to have when using the database. Check the Active box to make this user active, remove the check mark to disable this user entirely. Click Save to enter the new user s information into the system. Operations for which this user has been denied access will not be available when this user is logged on. The user name will appear in the audit log as it is entered here. 3.5 Using and editing dropdown menus Mugshot Pro uses dropdown menus to aid in consistency of data. Some dropdown menus supply data from a fixed list e.g. states, eye color, etc. Other menus are self learning, e.g. Statutes, Charges, Degree. All of these menus can be edited and/or bulk loaded with information from an outside source. Select Admin from the menu bar. Select Lookups. 8

Section 3: Software Setup The Lookup manager window will open as shown above. Select the look up table or drop down menu that you want to edit. The contents of the table will be listed in the grid.

9 Section 3: Software Setup The Lookup manager window will open as shown above. Select the look up table or drop down menu that you want to edit. The contents of the table will be listed in the grid. Scroll to the value that you want to edit and click the left column. Edit the value that appears in the text box above the grid. To add a new value to the table, click New on the menu bar and add the new value to the table by typing its value in the box. If the table has a fixed length, new values will be restricted to the same length as existing table values. Select the Bulk load option to pre-fill a look up table from a list of values. This typically will come from a text file that is properly configured for common database acquisition, for example, a long list with each value on its own line. 9

10 Section 4: Connecting Peripheral Hardware Connecting Peripheral Hardware 4.1 Connecting a digital camera Mugshot Pro software will accept digital images from any camera than can connect to the Windows operating system. Follow the instructions for connecting your camera to your computer. Install the camera software. Test the camera as instructed by the manufacturer. If your camera is a TWAIN compatible device, then you will have the advantage of accepting images directly from your camera to the Mugshot Pro database. 4.2 Connecting a scanner Mugshot Pro software will accept digital images from any scanner that can connect to the Windows operating system. Follow the instructions for connecting your scanner to your computer. This may involve installing an interface card. Install the scanner software and test the scanner as instructed by the scanner manufacturer. Determine if your scanner is TWAIN compatible. Most scanners are TWAIN compatible and will connect directly with the Mugshot Pro interface. 4.3 Connecting a printer Mugshot Pro will send reports to the current Windows printer. Follow your printer s installation instructions. Select the desired printer as the default printer. 10

Using The Software 5.1 Entering data To enter a new record, either click the new record icon on the tool bar, go to edit/ newrecord, or hit ctrl-n. This will bring up a blank data form.

11 Using The Software 5.1 Entering data To enter a new record, either click the new record icon on the tool bar, go to edit/ newrecord, or hit ctrl-n. This will bring up a blank data form. Name and social security information will be compared to all records in the database and you will see all (if any) previous entries of this individual listed in a grid directly below the photo.. As you continue to enter data, the software will automatically populate the current record with data from the most recent entry of this individual. This facilitates data entry, but we recommend that you verify the information brought forward and make changes as may be necessary. Only data are brought forward, new photographs must be taken to complete the record. 5.2 Entering digital photographs Go to the Photos tab and click the Add New Picture button. This button will only be available if you are adding a new record. A dialog box will prompt you for the source of the photograph that you intend to add to the array. The first image entered must be a front view mug shot. This is required for consistency in lineup images. Images for front and side view Mugshot images are automatically sent to a cropping tool that will allow you to compose the picture you have to a properly formatted front 11

view Mugshot. Use the rotate button to set the subject in a vertical position, then hold the left button and drag the mouse over the desired area.

NOTE: Though it is not required, it is recommended to use the camera in a vertical position when capturing Mugshot images.

the camera. A total of twelve images may be stored with each arrest report entered. Mugshot Pro software will display each photograph centered in a display window.

12 view Mugshot. Use the rotate button to set the subject in a vertical position, then hold the left button and drag the mouse over the desired area. Click OK to accept the new image, or click the reset button to redo the cropping process. NOTE: Though it is not required, it is recommended to use the camera in a vertical position when capturing Mugshot images. This will minimize cropping when composing the image for use in identification photos and lineups and will yield the most efficient use of original pixels captured in the camera. A total of twelve images may be stored with each arrest report entered. Mugshot Pro software will display each photograph centered in a display window. To see an enlarged preview of the photograph, simply click the preview button under the photo. To print an image from the preview screen, simply click the Print button and your image will be sent off to your system default printer. The image will print approximately 6.5x5 inches centered on the printer paper. 12

Click the Save button to save an extra copy of a database image. A dialog will open that will allow you to name the file and browse to its new location.

Quick Zoom Feature Place the mouse pointer over the front view mugshot and press the right button. The mugshot will enlarge and remain enlarged until the button is released. 5.

13 Click the Save button to save an extra copy of a database image. A dialog will open that will allow you to name the file and browse to its new location. Mugshot Pro will save files in TIFF, BMP or JPG formats. Note: Saving an image from the database to a new location will not affect the image file stored in the Mugshot Pro database. Quick Zoom Feature Place the mouse pointer over the front view mugshot and press the right button. The mugshot will enlarge and remain enlarged until the button is released. 5.3 Modifying a record To modify records in the database, select Records then select Modify-Record, or click the modify-record icon on the tool bar. If you have not been given permission to perform these actions, these options will be grayed out. In modify mode, you have the ability to overwrite data stored in a record. You may also add or replace photographs. Once the modifications re completed, click Records/Save, or click the Save icon on the toolbar. 5.4 Deleting a record To delete a record from the Mugshot Pro database, select Records then select Delete, or click the Delete icon on the toolbar. If you have not been given permission to perform these actions, these options will be grayed out. Records that have been deleted will no longer be accessible from the database interface, but they will not be overwritten. The record number for the deleted document will remain unused. 13

14 Contact Mugshot Pro technical support at for instructions to restore deleted records. 5.5 Searching records Click the Search option on the menu bar. Select Find. A blank Arrest form will be presented Enter any and all information you will to find in the database in the appropriate fields. When all the search conditions have been entered, select either Exact Search or Fuzzy Search button bar on top of the form. Exact search will compare the data you have entered to that available on every form in the database. A list of all records that match exactly the information that you have entered will be shown. For example: if you enter Ron as a first name, only those records that contain Ron will be listed in the results. You will not see Ronald or Ronnie. Fuzzy search will find all records that contain data that is similar to the information you have entered in the search form. A fuzzy search on the name Ron will yield Ron, Ronnie, Ronald, and all other names that contain the letters R-O-N in succession. Mugshot Pro uses AND logic in searching the database, so the more information you provide in the search conditions, the smaller the results will be. Search results are presented in tabular form with a thumbnail view of each individual presented on the left column of the grid. To see the complete record for any individual in a search, simply double click the thumbnail icon and the complete record form will open. Double clicking any line in the grid will open up the record for the individual selected. Mugshot pro will allow you to open up to five windows at once including the search window. Therefore it is possible to view up to four selections from a search at one time. NOTE: Keeping several image bearing records opened at the same time can place considerable demand upon your computer s resources. If you are running an older operating system, if you have limited memory, or if you have several processes running simultaneously, you should be cautious about opening more than two or three windows as this can cause the mugshot pro system to shut down. 14

The search grid will build on the fly as records that match the search conditions are found. Clicking the Stop Looking button on top of the screen will halt the search at any time. 5.

15 The search grid will build on the fly as records that match the search conditions are found. Clicking the Stop Looking button on top of the screen will halt the search at any time. 5.6 Creating a Lineup A lineup is a specialized search that sends results to the lineup generator. EZ Lineup makes finding suspects who bear a similar appearance to your suspect as easy as a simply mouse click. With your suspect s record open, click Line-Up on the menu bar on top of the form. Select Standard to activate the EZ Lineup function. The Mugshot Pro EZ Lineup software will immediately search the database for all records that match your suspect and present an on-screen report showing the numbers of coarse, medium and fine matches that were located. For your convenience, the report lists the parameters that were used to find matches to your suspect. 15

You may select from any result option given that has yielded more than five matches to your suspect. If five matches have not been found, then that level will be disabled and appear grayed out.

16 You may select from any result option given that has yielded more than five matches to your suspect. If five matches have not been found, then that level will be disabled and appear grayed out. Once a selection is made, click Display to populate the Lineup generator with the members of the group you have chosen. To generate a custom lineup: From the lineup drop down menu, select the Custom option. Choose from one of the custom lineup option in the existing list, or create a new lineup based on the conditions available. Your custom lineup can be given a name and saved for future use. When you make your selection, the Mugshot Pro Lineup generator will appear. The suspect will be placed in the left picture box and the remaining boxes are blank. Click any photo in the array to add it to the lineup. EZ Lineup will prompt you if you add a duplicate image. 16

17 The suspect image is locked and cannot be changed. Any other image in the lineup can be changed at any time by clicking it. Clicking any image below will replace the lineup image. Click the Accept button to proceed to print the lineup. 17

18 The position of the six images will be randomized by the computer and presented on a form. Use the left mouse button to crop for uniform head size as may be necessary. Place the pointer in the image and click the right mouse button to undo cropping and return the image to its original size. Cropping instructions are shown on the screen. Select the Print Lineup button for printing options. The system default is a standard sixup lineup form. If your jurisdiction requires single sheets, select the single sheet option on the form and click the Accept button. A standard lineup report consists of two forms: The witness form contains the six randomized images and the witness disclaimer notice you have established in your system setup. A second page for administrative use contains the same six images, in the same order, with the name, date of birth, and social security number of each participant. If you elect a single sheet lineup, a separate sheet will print for each lineup image. The image printed will be approximately 6.5x5 inches centered on a totally blank page. This report will also include the standard six-up form with a witness statement and an administrative page as listed above. 5.7 Printing and using reports Select Reports on the top menu bar. Select Arrest Report to send an arrest report directly to the default system printer. Mugshot Pro prints an NCIC compliant Arrest Report with front and profile images of the suspect. The standard arrest report is a single page document. If custom fields have been enabled, the arrest report will also print a second page that contains any data stored in the custom fields. Select Wanted Report, BOLO Report, or Missing Report and a form will appear on the screen. 18

19 Enter any comments appropriate to the report and click the Print button to send the form to the printer. Click Exit to disregard this poster. Notes about printers: Mugshot Pro software will print to any printer that can connect to the Windows OS. Use a direct-to-fax printer driver here to immediately fax your poster to everyone on your list. Special sized documents: ID card reports will print to an ID card printer as well as a common page printer. The 4x6 photo card will print to a 4x6 dye sub printer or to a common page printer. The 3 1/2x5 arrest card document will print on printers that are designed to accommodate this page format as well as common page printers. 5.8 Using the Audit Log The audit log is a comprehensive listing of all activity in the database. Use of this log is restricted to administrative level users only. Select Admin from the menu bar. Select Audit Trail. The audit log opens with the most recent transaction on top and displays a complete history of all activity. Select View By Single Record to see a history of all activity related to a particular record. Select Audit Report to save the displayed log to a new file. The file saved is a generic CSV file that can be opened in Excel, a text editor, or imported into a database 19

20 20 Section 5: Using the Software

21 Printed Document Samples ARREST REPORT 21

22 WANTED POSTER 22

23 3 x 5 ARREST CARD IDENTIFICATION CARD 23

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