Transitioning to the Digital Age: The CDCR and CCHCS Department Operations Manuals

In an era where digital accessibility is paramount, the California Department of Corrections and Rehabilitation (CDCR) and the California Correctional Health Care Services (CCHCS) have made significant strides in modernizing their Department Operations Manuals (DOM) and Health Care Department Operations Manuals (HCDOM). This transition to a web-based format has been a multi-year endeavor, involving a dedicated team of professionals from various sectors, all working collaboratively to enhance the accessibility and usability of these essential documents.

A Collaborative Effort

The journey to digitize the DOM and HCDOM was not a simple task; it required the concerted efforts of communications, health care, and technical teams. At the helm of this initiative was Thomas Gonzales, an information technology supervisor II with CDCR Enterprise Information Services. Gonzales played a pivotal role in bringing the vision of a modernized operations manual to life. He not only proposed the idea to executive leadership but also secured program sponsorship and managed the project over several years.

“I truly enjoyed collaborating with the Office of Legal Affairs, Regulation and Policy Management Branch, and CCHCS,” Gonzales remarked, highlighting the importance of teamwork in achieving this goal.

The project involved a diverse group of individuals, each contributing their expertise to ensure the manuals met the needs of all stakeholders. Key team members included:

• DOM Team: Nic Solberg, Ann Alejandria, Tamara Floyd, Ying Sun, Flora Wong
• CDCR Communications: David Maldonado
• HCDOM Team: Terra Adams, Rose Bui, Terese Patterson, Karen Goldsmith, Chelsea Saechao, Thomas Cai
• CCHCS Communications: Elizabeth Gransee
• Special Thanks: Stephanie Wheatley, attorney III, and the CDCR Office of Legal Affairs

The Impact of the Transition

The culmination of this project was marked by the public release of the new web-based operations manuals, following a successful soft launch earlier this year. This transition signifies a major leap forward in how information is disseminated and accessed within the CDCR and CCHCS frameworks.

The new web-based format offers several advantages over traditional PDF documents. Key improvements include:

• Enhanced Searchability: Users can easily locate specific information without the cumbersome process of scrolling through lengthy documents.
• No Download Requirements: The web-based platform allows for immediate access, eliminating the need for downloads that can consume storage space and time.
• Improved Accessibility Compliance: The new format adheres to modern accessibility standards, ensuring that all users, including those with disabilities, can access the information they need.
• Efficient Updating Process: Updates to the manuals can be made swiftly and efficiently, ensuring that staff always have access to the most current information.

Feedback from staff during the soft launch was overwhelmingly positive, allowing the team to address and resolve key issues before the official rollout. This proactive approach ensured that the transition was smooth and met the needs of all users.

A Modern Solution for Information Access

The shift from PDF to a web-based operations manual represents a significant modernization of how information is accessed within the CDCR and CCHCS. While PDFs have their advantages in preserving document formatting, they often fall short in terms of usability and accessibility. The new web-based hosting solution not only enhances the user experience but also increases the efficiency of information retrieval.

For the incarcerated population, it is important to note that PDFs of both the DOM and HCDOM will continue to be available on tablets and at institutional libraries, ensuring that all individuals have access to vital information.

Conclusion

The successful transition of the CDCR and CCHCS Department Operations Manuals into the digital age is a testament to the hard work and dedication of a diverse team of professionals. Their collaborative efforts have resulted in a more accessible, user-friendly, and efficient way to access critical information. As the CDCR continues to embrace modern technology, this project serves as a model for future initiatives aimed at improving operations and enhancing the overall experience for staff and the incarcerated population alike.

For more stories about CDCR facilities, training, and jobs, visit CDCR Jobs and Training. Stay connected with CDCR through their YouTube, Facebook, and X (formerly Twitter) accounts, and listen to the CDCR Unlocked podcast for the latest updates and insights.

Submitted by Amanda Spangler, Communications Analyst, California Correctional Health Care Services.