Box 6, Folder 6, Complete Folder

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Box 6, Folder 6, Complete Folder

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ATLANTA , G A . 3 0303

PHONE 5 22 - 7577
July 15, 1966
Mr. Dan Sweat
City of Atlanta
City Hall
Atlanta, Georgia
Dear Mr. Sweat:
You asked for a copy of the Metropol application
for the computer systems development.
is a copy of the original application. There
has been meetings and phone calls relative to
this project and at the present we are expecting
to be asked to submit an amended application.
There have been no recent developments.
I think it is very desirable that we avoid dupli cation of effort and e x pense, and will be glad
to work with you in any way I can .
Yours very truly,
WMJr : sh
The necessity for central computerized police records for the
Metropolitan Area of Atlanta was clearly demonstrated by the
1965 activities of Atlanta Metropol. This group of area
policemen met together , trained together and worked together
in efforts to find and solv e their mutual problems to the satisfaction of all concerned. The problem of police records,
standardization of report forms and computers came to the
forefront in Metropol when it was discovered, through dayto_- day work with the various departments, that no universal
method was used in keeping records in the 49 different departments. Considering the fact that the city limits of Atlanta
borders on six other independent police jurisdictions, it is
obvious that many problems cross city limits and that information from one department would be valuable to others. The
multiplicity of files delays this e x change of information.
A look at the entire Metropolitan Atlanta Area shows a similar situation e x ists , but on an e x panded scale . This fivecounty area is some 1 , 724 square miles in ex tent . Its population is about 1,200,000 or approx imately one-fourth that
of the State of Georgia. Of the 33 cities of Georgia with
a population of 10,000 or more, nine are found in this Metropolitan Atlanta Area.
It includes five county governments
and 44 municipal gover nments.
This proposed project has been planned in three phases.
Phase one will i nvolve the five-county area of Metropolitan Atlanta and wi ll se r ve as a model for the remainder of
the state; phase two will include the entire state with
regional me e tings planned and field assistance being given
to any department t hat is i nterested in using the services
or setti ng up a s i milar s y stem; phase three will also be
statewide and will be an added attempt to e x tend the use
of this s y stem to depa rtments that were unable to come in
under phase two . F ield ass i stance and regional meetings
are also planned for this third phase .
Ea ch o f the 4 9 depar tments in the Metropolitan
Area has i ts own s y stem of keeping r ecords as well as its
own s et of r epo rt f orms . To begin with , an i nventory of
the r e c o rd s y s tems and r epor t forms of each department would
be mad e to d ete rmin e the n eed . This f irst step in phase
one wo u ld b e d o ne large ly b y sub- cont r act to competent
c o n s u l tant s wo rking u n d er the Me tropolitan Atl an ta Counc i l
o f Lo cal Governments wi th techni c a l a s sistan ce fr om t he
Metro p o l S t eer i ng Commi tte e.
- 1 -
�Request for Law Enforcement
Assistance Funds ( Cont ' d.)
After this inventory is complete, an advisory committee (consisting primarily of members of the Metropol Steering Committee,
the Metropolitan Atlanta Council of Local Governments, and the
Federal Bureau of Investigation), wor~ing with the Project staff,
will prepare a standard set of report forms, record systems,
and files that would be suitable for use by all police jurisd{ctions in the area. This material would be graduated so that
a small police department could use only a portion if it desired,
but the portion used would be . compatible with the whole system.
This material would be prepared in such form as to be readily
adaptable to the use of data processing equipment.
The feasibility of using central electronic data processing
equipment would be studied. This study would cover the use
of existing equipment, equipment on order, commercial units,
or new installations. It is conceivable that a start might be
made under one system, then progress to other units as they
become available or the use of the system is expanded. The
study would include a proposal for sharing the cost of the
data processing between the governments included.
When the inventory is complete, standard report forms are
developed and the cost of the system is determined, those persons responsible for its operation would then be trained. A
short course in this type instruction is planned as part of
the project and will include the police chiefs, persons who
will fill in the report forms , keypunch operators and others
who might be affected.
As this system is developed , members of the advisory committee
will be making frequent evaluations of each thing that is done.
Use will be made of two existing committees for these progress
checks on the project. One , the Steering Committee of Metropol , the o ther, the Data Processing Study Committee of the
Council of Local Gove r nments. The former, composed of experienced law e n forcement officers , would provide the needed
technical pol ice experience and knowledge for standardization
o f files , reco r ds and reports . The latter committee is made
up of men with data processing background , budget and management skills . Th i s group would be admirable for reviewing the
program development , the cost sharing plans, and the implementation of the computer part of the project. Both groups are
already organ ized and active as seen by the annual report of
MACLOG - ( Appendix A of t his application).
2 -
�Reques t for Law Enfo rcement
Assistance Fun ds (Co n t 1 d. )
When phase one has been completed , members of the staff of the
Institute of Gove rnmen t at t he Uni versity of Georgia will make
an over-all evaluation of the value of the project and suggest
methods of i mpr ov ement . By ma king this evaluation, they will
be in a better pos i t i o n t o c arry out phases two and three of
the project .
In the in itial phase of the project , as in the remaining two,
the police departmen ts wi ll be t he target groups or the groups
most affected , a l th ough the ent i re state will benefit because
of increased effic i ency in police work.
This project is designed to d emons t rate the added capabilities
a police department gains by h aving c omputer-fast access to
central area-wide fil es. As phase one is designed to serve as
a model fo r the rema inder of the state, computer capabilities
will be demons t rated before the two final phases of this project are i n i t i ated o
The es t imated comple ti on t i me of th e three phases is one year
each . Phase one will se r ve as a model for the state, but will
include only the f ive-county Metr opolitan Atlanta Area. This
phase will be c onduc ted by competent pe r sonnel from the Atlanta
area, while phases t wo and t h r ee wi ll be administered by the
Ins titute of Gover nment o f the Un i versity of Georgia, Athens,
Georgia . A b r e a kdown of the es timated time schedule for phase
one is as follows:
An i n ven t or y of th e reco rd s and re po rt forms
used by all p o l i c e d e partmen ts in the area befo r e co nduct ing t he invento ry , all the police
chi e fs wi ll be c a lled i n to a meeting in which
an explana t i o n of t h e purpose of the i nventory
will be g i ven - estimat ed completion time for
this step is two month s .
Des i g n i n g t he s y s t em, standardizing of r e p o r t
fo r ms , sys tem a n alysi s , a n d de t ermining the
cos t of t h e e n ti r e s y s t em , a.s well as the c ost
t o e ach jur i sd i ct i on us i ng the system - estima ted comple ti o n time is s ix months .
Or i e n tat ion g i ven to pol i ce chiefs , persons
r e sponsib l e for fil l i n g o u t r epo rt fo r ms , keypunch operator s , etc o - a s h ort cour se in
t h is typ e i n s tr u ction i s p l anned - es t i ma te d
compl etion time is one mo nt h .
3 -
�Request for Law Enforcement
Assistance Funds (Cont ' d . )
Coding of system . Contingent on approval of
operating contract between cities and counties.
Estimated completion time is six months.
Evaluation b y competent personnel during development of s y stem as well as a.'."ter the system
has been in operation - estimated time for
final evaluations is one-two months.
Publication of complete report on project for
distribution to interested police departments
estimated time two months.
Total estimated time required to carry out phase one of this proposed project, 12 months.
Phase two of the project will be expanded to include departments
throughout the state . With the regional meetings planned and
the vast amount of f i eld assistance that will be required, it
is e x pected that another 12 months will be necessary to complete
phase two.
Phase three is similar to phase two in that it will
consist of regional meetings and a great amount of field assistance. This phase i s designed to pick up those smaller departments in the state that were unable to come in. when phase two
was { n ope r atio n and should also be completed in 12 months.
I tem iz ed Estimate of Project Cost.
No te:
Inven t ory o f r ecords and reports
Systems Anal y s i s and Design
Or ientat i o n a n d Sh ort Courses
Co ding of Sy stem
1 00 h o urs of IBM 7040 compute r t i me
Eval uati o n
Publicati o n of Repo r ts
Traveling Exp ens e
Telephone - Po s t age - e tc .
No capital outlay inc luded i n the abo ve
4 -
22 , 500
4, 000 .
15 , 000
2 , 000
3, 000
3, 000
5 00
6 5 , 000
�Request for Law Enforcement
Assistance Funds (Cont'd.)
Local Contribution:
3 months of Coordinator's time.
3 months of Asst. Coordinator;
Administrative overhead for above two employees.
All office space, conference rooms for project.
ARMPC staff time - artists, research personnel,
and stenographers.
Police staff personnel for technical assistance.
Any capital outlay required.
It is contemplated
that contracts will be negotiated between local
governments to install and operate the system if
it is found to be feasible and within the capabilities of the local governments. No part of
the requested funds would be spent on capital
No funds requested at this time for these parts
of the over-all project.
No funds requested at this time for these parts
of the over-all project .
In phase one of this proposed project , the work would be done
under the Metropolitan Atlanta Council of Local Governments
with assistance being given by the Steering Committee of
Atlanta Metropol . The Council of Local Governments has available two full - time employees to coordinate the activity, with
complete staff support furnished , under contract, by Atlanta
Region Metropolitan Planning Commission. All of the facilities of ARMPC , such as office space , co n ference room , printing equipment , e tc., would be available when needed. Since
ARMPC has in itiated many activities and projects involving
Federal aid , th e i r assistance in the administration of phase
one will be e x tr emel y valuable.
5 -
�Request for Law Enforcemen t
Assistance Funds (Cont ' d. )
The Counci l of Governments ' biggest accomplishment to date has
been the organization of the area policemen into a group known
as Atlanta Metropol. This group was organized -in June, 1965,
and set thr ee pr i me objectives as a beginning - better communications, better training and better ciooperation. To date,
th~y have been extremely successful in all their endeavors.
Their accomplishments through December 31, 1965 are listed in
the 1965 Annual Report of the Metropol i tan Atlanta Council of
Local Governments - ( Appendix . A). Since then, Metropol has
started its fourth training institute with 52 men having less
than two years ' experience being trai ned . Th ey also have
definite plans for a week-long administrative school for top
level officers beginning March 28. This school will include
men from throughout the state and an attendance of 150 is
In this school , as in all the others, Metropol
will be given a great amount o f assistance from the Federal
Bureau o f Investigation.
The latest accomplishment of Metropol ( since the completion o f
the 1 965 Annual Report) was an IBM demonstration it sponsored
January 19 in which the capabilities of computers in police
work were demonstrated.
As stated in a previous paragraph, Atl anta Region Metropolitan Planning Commission and At l anta Metropol can be exp e cte d
to be very cooperative in car r ying out phase o n e of the project. Others who can be expected to cooperate are the staff
members of the Ins titute of Government a t the University o f
Georgia and the computer division of Georgia State College .
During phases two and three of the project , the above mentioned agencies, as well a s the Council o f Local Governments,
will a s si s t the I nsti t ute o f Government at the University o f
Georgi a in every way possible .
For assistance thus far on this proj ect , the Federal Bureau
of Investigation has been contacted and can be expected to
partici p ate in all t hre e phases of the project .
As previously stated , phase one o f this project wil l be do ne
under the Metropolitan Atlanta Council of Local Governments
with assistance from At l anta Metropol. From these two groups
and from several outs ide sources, an advisory committee will
be f ormed that will develop the gu i d e lines to be followed in
each step o f phase one. By dev e lopi ng t h ese g u ide lines and
seeing the e n d r e sul ts, t h is g r oup can mak e their e v a luations
6 -
�Request for Law Enforcemen t
Assistance Funds ( Co n t ' d o)
as the projec t progresses r a t her than an over-all evaluation
when i t i s complete . For a n over-all evalua t ion of phase one,
members of t h e s ta f f of t he I ns t itute of Government at the
University of Geo r g ia wil l take over . Since they are respons i ble for carry ing ou t pha ses two and three of this project ,
it is . onl y reasonabl e t h a t t hey would be the logical group to
determine t he effec tiven ess of phase one. From this , they
can dete r mine whether it would be profitable to continue with
the two fina l phas e s .
As clearly sta ted in t he ex plana t ion of the Law Enforcement
Assistance Act, i ts p r imary purpose is to identify workable
solutions t o the nat i o n ' s c r ime control problems . We feel
that we have s uch a s olut ion i n our proposed project. It
will onl y have loc a l i mpac t i n phase one , but this impact
will be increased and i nc l ude the entire state in phases two
and three . Ot h er s t a te s could certainly profit by the basic
work done on pol i ce re co r d s a nd f i les . The feasibility study
on data proce ssing should be a valuable guide to states consider i ng t he use o f s uch e qu i pment . A full report of phase
one wi ll be pr inted in s u f f i c i ent quanti t ies to provide copies
for i nte r e sted gov e r nment s.
Th i s typ e s ystem h as been tri ed and is operating' successfully
in certain areas o f the cou ntry , but it would def i nitely be
an i nnovatio n f o r the Me tropol itan Atlanta Ar ea and for the
State of Geo r g ia. Our p roposed p r oject i s designed as an
act i on p r o gram as we pl an t o comput€r ize the police records
of t he ma j o rity of t he poli c e department s in the state within
thre e y ears.
I n e s sence , t h is p r oject proposes to move law
enfo rcement wo rk fr om it s p r e s e nt an ti quated level to a
s oph i s ticated , mo dern , e l e c tron i c a g e level , wi thout going
through the time - consuming e vo l u tionary process that otherwise wi ll b e re qu ired .
The ul t ima te goal i s the reduct i on
of c rime.
7 -
�July 14 , 1966
Mr . Wayne Moore , Jr.
Engi neer - Planner
Atlanta Metropol
900 Gl-2nn Building
Atlanta, Georgia 30303
Dear Mr. Moore :
I am constantly asked questions concerning the Metropol
application for the computer system development. Would
it be possible for me to obtain a copy of the application
submitted to the Justice Department?
The City of Atlanta is considering submission of an
application which should tie in to the Metropol pplication
as I understand it. However , without full knowledge of
what is in the Metropol application, I fear that there
could be some duplic tion and this we would like to
Sincerely yours.
Dan Sweat
�- - ------~ =-==:-----==-===~--:------~
July 11. 1966
Mr. Char1
t. D vi
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of tl nt
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ould li
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July 11 # 1966
- 2 -
on thi
xp ct. .
for your augg
tion ..
L C::,-Jr.
v ry ~ruly,
r•Pl nn r
Atlanta, Georgia
Duration of project
12 months
Project cost

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