New Employee Guide

 

Welcome to the Tennessee District Attorneys Conference!

This new employee guide contains an overview of basic computer operations, insight into your district office network describing how to navigate within it and additional tips designed to help save you time and energy each workday.

Two websites you should get familiar with are our online support hub and this training blog. Visit them regularly to stay up-to-date with the latest details.

Introduction

In the beginning, your desktop and/or laptop workspace should be clean and organized. As you work, you will acquire and use a variety of different folders, files, applications, etc., and you will build your own personalized workspace on each computer you sign into.

The State of Tennessee computer(s) assigned to you is joined to a private domain managed by the Tennessee District Attorneys General Conference Information Systems Staff. Your office staff submitted your account information to the Information Systems Department which allows us to create your computer account, assign application and setup additional managed accounts. All other applications will come from 3rd party agencies and will be managed and serviced by them.

Support Hub

Computers and the digital equipment in your office are tools that produce a great majority of the operating tasks everyone relies heavily upon working properly. When your computer is not working properly, if you need an application updated, if your printer is having issues, if you are having problems getting to a website, all these issues take away your ability to function efficiently. The solution to get your technology related issues fixed is through the Support Hub!

Anytime you need assistance with your computers, software applications, printers, internet connection, etc., open your web browser and go to our online portal to submit a ticket. The Support Hub is available from wherever you are 24 hours per day, 7 days per week. The web address is:

https://dash.tndagc.org

All you need to do is sign into the portal with your computer account credentials and let us know the details about the problem you are experiencing. After you submit your ticket, the entire Information Systems Staff will be able to view the details and assist shortly thereafter.

Your first method of contact should always be to submit an online ticket using the Support Hub portal. Please DO NOT contact a specific person by phone or email outside the Support Hub portal since they may not be available when you need them.

Click here to watch an overview of the Support Hub.

What if you cannot get to the Support Hub?

If you have no internet connection or cannot access the Support Hub, please call our Support Team by phone at:

(615) 253-5725

Wi-Fi

Each district attorney office has wireless access points that give you and the people who visit your office a connection to the internet. Your district office will provide you with access details.

There are two networks in your office you can connect to.

DXX - all state-tagged devices need to your DXX network. Access to domain resources, computer updates, software application installations, etc., will be completed on your DXX wireless network.

Guest Access - use the Guest Wi-Fi for your personal devices such as your smartphone and tablet. If you have a visitor who needs wireless access while they are in your office, advise them to connect to the Guest Access network. Details will be provided by your district attorney office.

Evidence Viewing

If you receive case-related videos on disc or USB drive, often those videos require a proprietary video player to view. The proprietary video player may not be installed on your computer. If so, the Evidence Viewing folder located on your state desktop/laptop PC will need to be utilized. If your computer is restricted from installing the proprietary video player, drag-and-drop the application into the Evidence Viewing folder. This will allow you to bypass the restriction and run the proprietary application.

Follow these instructions to learn how to use the Evidence Viewing folder:

1. When you receive the video evidence on disc, USB drive or 3rd party download, access the media from your computer using File Explorer.
2. Drag-and-drop the proprietary video player into the Evidence Viewing folder.
3. Double-click the Evidence Viewing folder, then double-click the proprietary video player to launch.
4. Use the proprietary video player to open the video file. In most cases, all you need to do is click the Open button in the player, located the video file, Select, then click the Open button.
5. If the video player does not launch, the video does not play, or any additional issues involving the Evidence Viewing folder process, submit a ticket for assistance at https://dash.tndagc.org

Printing

Most offices utilize network-based printing options instead of personal printers. Most of these network-based printers are Canon multifunction copier/printer/scanners. These have worked well for many reasons. If available, you will have the ability to complete a variety of printing tasks depending on the equipment installed on the multifunction.

In most cases, your network printer will be named like the following:

Printer on DXX-CON-HR-C5560i

Scanning

Most offices utilize network-based scanners to convert hard copy (paper) documents into digital documents, usually in the form of a PDF. If available, you can scan paper documents, pictures, receipts, anything that will fit onto the scanner glass of the multifunction and store it for retrieval purposes. After scanning, you can email or share the PDF/image with any external agency electronically. No waste of paper or ink!

When you need to scan a paper document on the multifunction, simply scan to the appropriate name listed on the multifunction. After your scan completes, go to any computer in your district office and double-click the Scans icon on the desktop. By doing this, you will access a specific set of folders where you should find a folder associated with your name. Double-click the folder you scanned the document to and rename it accordingly. The multifunction automatically names the file. Please use your computer to rename the file. After renaming the file, drag-and-drop the file into your OneDrive folder or application/website. After this task is complete, DELETE the file from the Scans folder.

PLEASE DO NOT STORE FILES IN THE SCANS FOLDER. THE SCANS FOLDER IS ONLY A TEMPORARY STORAGE FOLDER UNTIL YOU COPY THE DOCUMENT TO ITS APPROPRIATE LOCATION.

File Storage

Generally, your folders and files should be stored in your OneDrive folder. If anyone needs access to ta folder or file to collaborate with you, share it through the sharing feature in your OneDrive folder. If they need a copy of the file, email the file to them. If everyone in your district needs access to a file or folder to collaborate, upload the folder/file to your DistrictXX Group folder in SharePoint.

What happens if you accidentally delete a folder or file?

First, look in the Recycle Bin on your PC. If it's not there, sign into the Microsoft 365 portal at https://portal.office.com, go to your OneDrive, then click the Recycle Bin. You should be able to locate your missing or accidentally deleted folders or files inside.

Multimedia

The Multimedia folder is designed specifically for case-related audio, pictures and video. Say you receive a DVD or external hard drive from a Police Officer that contains videos of a criminal case. You may need to view the videos but not sure it will be used in the prosecution. Copy the files to the Multimedia folder. As the justice system relies upon recorded audio and video, the ability to quickly store and access this media is critical. As with all media, please delete all audio, video and media from the Multimedia folder when it is no longer needed, or the case gets closed. Thank you!

Email

Microsoft Outlook is the email client we encourage you to use and part of the Microsoft 365 software suite installed on your PC's. It retrieves and puts your email into an organized structure as well as giving you a calendar, contact book, task management, and many additional features.

Ever need to access your email when you are not in the office? If so, sign into the Microsoft 365 portal at https://portal.office.com, enter your full state email address and computer password at the sign-in page, then click the Outlook icon from your Start Page. You will need a Microsoft 365 license and training for access to the portal.

Spam

Help us combat this problematic issue. Your state email address should ONLY be used for work-related purposes. To receive personal email, use a free email service such as Gmail, Yahoo, or Protonmail.

Best Practices

Whether you are using a desktop, laptop, tablet, Surface, or other mobile device, every piece of equipment at some point must be shutdown and restarted. To keep your devices running optimally, please take the following actions to ensure your devices get required updates and is not put under excessive stress.

Desktop Computers

Keep desktop PC's powered on 24 hours per day each workday. When the weekend arrives, it is a great idea to turn them off to give them a needed break. During the workweek, your desktop computer must receive required system and application updates that are administered after work hours when your computers are not being used. To perform these updates, your desktop computer must be turned on and connected to the DXX network during the work week.

Shutdown and restart your computer at least once per week every month during normal use. If you run into any issue with your computer, usually the first action to perform is to shutdown and restart it. Restarting your computer in this way will let the hardware and software to start over and is usually the first thing you should do before contacting the Support Hub.

Sign your computer account out at the end of each workday. Various software and system updates are performed after work hours. If your computer is locked and you have various applications running, such as Microsoft Word, you risk losing all unsaved data. Please close all applications and sign your account off each workday.

Keep the front and back of your computer free from obstructions. The computer has an internal airflow system that needs to allow air to flow throughout to keep the components as cool as possible. If blocked, you may experience component failure.

Laptops and Surface Computers

Power off your laptop or Surface device each day to prolong the life expectancy. If you use a laptop or Surface device outside your office, bring the device into your district office regularly for application and system updates. Connect the power adapter, network cable (if necessary), and sign into the network. Failure to do so may result in security vulnerabilities and outdated application versions.

External Sites

TBI - to access TBI resources click here or double-click the TBI Links icon on your PC. Available resources include: TBI website, I+E Investigations and Evidence, and TBI iResults.

Diversions - all diversions and requests are faxed or emailed to the corresponding District Attorney General after processing. If a duplicate copy is needed, send an email to tbi.diversions@tn.gov.

You may also call the following staff members for details:

Cyndi Blackburn at (615) 744-4273

Rachel Garrison at (615) 744-4283

Heather Hurley at (615) 744-4025

I+E and Evidence

Click here to access the I+E Investigations and Evidence website.

iResults "Justice Trax iResults System"

Click here to access the TBI iResults website or double-click the TBI Links icon on your desktop. Login with your username and password.

You may also contact Samera Zavaro at (615) 744-4420 for details.

eAgent/TIES "Criminal Histories"

The Law Enforcement Support Unit (LESU) is responsible for matters related to the Tennessee Information Enforcement System (TIES). TIES is the network which allows local, state, and federal law enforcement officials to access computerized interstate and intrastate communication systems. These systems include TBI's Tennessee Criminal History Repository, several in-state "hot-files", information contained inside the Tennessee Department of Safety databases, the FBI's National Crime Information Center (NCIC), and the National Law Enforcement Telecommunications System (NLETS).

Guidelines for TIES users can be found at the TIES Intranet page.

eTomis

Fill out only Part 2 of the eTomis application. Part 1 is strictly for TDOC auditing. Once the form is filled out, email the form to the eTomis Help Desk at tdoc.helpdesk@tn.gov. To access the form, click here.

If you have questions regarding the form, or in the event of a problem with the eTomis system, contact the TDOC Help Desk at (615) 741-1000 ext. 6913.

Click here to access the eTomis website.

Westlaw Precision

To setup a Westlaw Precisions account, contact Andrew Colon at (615) 532-9594 or by email at apcolon@tndagc.org.

Integrated Criminal Justice Portal

The Integrated Criminal Justice Web Portal is a secure web-based interface into the State of Tennessee's Criminal Justice Agency Databases. The search engine includes the following:

1. Department of Safety's Driver License Database (with photos).
2. Department of Correction and Board of Probation & Parole (BOPP), eTomis System with location information, mug shots, alias information, SMT's (photos of scars, marks & tattoos), conviction information, visitor & contact information.
3. Department of Revenue's Title & Registration Database.
4. TBI's Sex Offender Registry with photos, alias information, contact information, historical and current employment information, historical and residence information, convictions and vehicle registration information.
5. Department of Safety's Driver License History, historical photos, signatures, and provides printing capabilities of Certified Driver Records.
6. BOPP's Active Parole Violation Warrants.
7. TBI's Protective Orders. A connection into TBI's Wanted Persons (Warrants).
8. The Arrest Event System (AES) which act like the other current databases accessible through the Criminal Justice Portal, will provide arrest event information on individuals booked throughout Tennessee via Live Scan.

The search engine allows a user to retrieve information by driver license number, VIN number, TOMIS ID, name, license plate and/or Social Security Number (SSN). Additional filters such as date of birth, gender, race, and vehicle specifics are included to aid with the search. When performing Name or SSN searches, actual and alias matches are returned.

Integrated Criminal Justice Portal

The fee for accessing the Integrated Criminal Justice Portal is $75.00 per year, per block of 10 users. The amount of the access fee will increase to $150.00 per year if there is 1 additional user, totaling 11 users. This fee is invoiced to the agency by NIC (the State of Tennessee's portal vendor) after users are assigned access. There is no limit to the number of users an agency may have accessing the portal.

There is a grant provided by the Tennessee Highway Safety Office to pay for the annual access fees. This grant is provided to state agencies whose daily duties include traffic regulation and safety. If your agency qualifies for this grant, you will need to complete and submit a Memorandum of Understanding. In the event the Governor's Highway Safety Office' grant is not renewed; the portal access fees will become the responsibility of each agency.

To request access, have your agency head send an email to icjportal@tncourts.gov and provide your federally assigned ORI (Originating Agency Identifier), name, work address, work telephone number, email address for an appointed administrator, and al alternative that will manage the account. If your agency head does not utilize email, fax a signed letter on office letterhead to:

(615) 253-2745

Justware

As a prosecutor, you have many tasks to complete. At any given time, you deal with multiple cases that are in different stages of the process. You must research, read expansive amounts of information, file documents, attend court hearings, and much more. Even in today's computerized environment, you still have insufficient resources available to help with your responsibilities. Nevertheless, case parties rely on you to ensure their case receives a just solution.

JustWare can manage all your case types in a simple-to-use application. Whether you are working on a criminal, civil, juvenile, or other case type, JustWare can assist. JustWare organizes your case-related information including charges, pleas, case notes, witnesses, involving agencies, contact information, documents, court dates, and much more... all in one place!

JustWare will simplify or eliminate many repetitive tasks. A few of the JustWare automation tools include:

• Enter-it-once-efficiency - track all essential name and case information for an unlimited number of individuals. You can assign multiple roles to each name and party record in your database (e.g., victim, defendant, officer, plaintiff, attorney, respondent, family member) without ever retyping contact information or identifying data.
• Integrated reporting - view customized reports for your agency covering all information you desire. Reports and charts automatically hyperlink to the names, cases, and events included within.
• Business rules - allow business rules to automate your tasks, saving time and ensuring better accuracy. You can have assignments generate trials or have jury trials generate subpoenas and a motion's due date.

Automated Document Generation - generate complex documents, batch documents, subpoenas, charging packets, letters and more. Use your existing templates and automatically populate them with information stored in the JustWare database.

To schedule JustWare training, request JustWare access, or ask questions about JustWare, contact Jamie Barnes by submitting a support request at http://dash.tndagc.org.

Additional Information

Each district office has an onsite file server for digital files, multimedia, and document scanning storage. If you cannot connect to the file server for any reason, DO NOT power off the server unless instructed from the Information Systems Staff!

Previously, hard drives installed in the file servers have been damaged as a result of powering off the file servers without authorization from the Information Systems Department. Powering off the file servers without authorization puts your data at risk. If you have problems with any computers, servers, printers, all state owned devices, submit a support request online at https://dash.tndagc.org.

If you have no internet connectivity and cannot submit a support request, please call:

(615) 253-5725

Required Sexual Harassment in the Workplace Training

State of Tennessee employees are required by law to watch online training videos and complete a learning assessment using our Training Center.

If you have any challenges signing into the Training Center, playing the training videos or completing the learning assessment, please submit a support request at https://dash.tndagc.org to troubleshoot.

To begin the Sexual Harassment in the Workplace Training, perform the following steps:

1. Click here to sign into the Training Center with your computer username and password.
2. Enroll into the Sexual Harassment - 2023 training course.
3. Watch the entire training video and complete the quiz.
4. Human Resources will verify course completion and contact you if necessary.
5. Click here for a step-by-step video tutorial demonstrating how to sign into the Training Center.
6. Click here for a step-by-step video tutorial demonstrating how to enroll and and complete courses at the Training Center.

Required Title VI Training

State of Tennessee employees are required by law to watch online training videos and complete a learning assessment using our Training Center.

If you have any challenges signing into the Training Center, playing the training videos or completing the learning assessment, please submit a support request at https://dash.tndagc.org to troubleshoot.

To begin the Title VI Training, perform the following steps:

1. Click here to sign into the Training Center with your computer username and password.
2. Enroll into the Title VI - 2023 training course.
3. Watch the entire training video and complete the quiz.
4. Human Resources will verify course completion and contact you if necessary.
5. Click here for a step-by-step video tutorial demonstrating how to sign into the Training Center.
6. Click here for a step-by-step video tutorial demonstrating how to enroll and and complete courses at the Training Center.

Access to Microsoft 365

The Tennessee District Attorneys General Conference Office and District Offices use a corporate collaboration platform called Microsoft 365. Microsoft 365 allows you to access your documents and data from wherever you are. Also, you have access to the latest Microsoft Office technology, applications, support, and gives you the latest improvements and security. This allows you to communicate better and work more efficiently.

You need a license to access the portal and sign into the applications. To receive a Microsoft 365 license, you will need to watch all Microsoft 365 training videos.

You ready?

Acknowledge the items below and click the links to get started.

1. You must watch all Microsoft 365 training videos.
2. You must set aside appropriate time to finish the training as quickly as possible.
3. Any assistance needed during your Microsoft 365 training process must include a support request at the Support Hub - https://dash.tndagc.org.
4. To get started with your Microsoft 365 training, click here to watch a step-by-step video tutorial demonstrating how to enroll and interact with the training courses at the Training Center.
5. By enrolling into our New Employee Training, you automatically accept our Information Systems Department Acceptable Use Policy.