GUARDIAN EXHIBIT 1004
`Guardian Alliance Technologies, Inc. v. Miller
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`PDBITS User's Manual and Technical Reference
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`Contents I Index | Search
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`El Elli Welcome and Introduction
`Introduction
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`@ Cinnce tof Cl- .i'aliiiil'l
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`System Benefits
`@ Electronic vs Paper
`Information Integrity and Data Ownership
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`Information Security
`a System Architecture
`E About This Manual
`@ Learning to Use PDBITS
`Useful Concepts
`lg Investigator Roles
`IQ Managing Candidates
`IQ Managing Cases
`IQ Managing Organizational Information
`é Help and Support
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`E 2E1'II Essa-Ito" Software Judoamxt, LLE
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`PDBl‘I’S is a database appiication for managing all aspects of a background investigation for a law enforcement position, and for managing many background investigations simultaneously. But it's way more than that. PCIBlTS
`dramatically changes the process and drastically reduces the effort required by the Investigator. Because PClEl-EI'S is web-based, all participants in the investigation can use the system to contribute to the process. This can
`greatly expedite the communications between the investigator and other participants.
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`For example, the Investigator enters a Candidate's basic information into PCIBITS such as Name and Email Address, then opens a Personal History Statement for the Candidate to complete on—Iine. The Investigator then
`invites the Candidate to the PDEI‘TS system. This is a simple mouse—click action that creates user credentials and sends an email to the Candidate. The Candidate then uses PDBITS to update their personai information and
`complete their Personal History Statement. Once complete, they submit the form electronically. ICince submitted, the Investigator is notified and is able to review the information provided by the Candidate. At this point, the
`Investigator begins the ”footwork", of contacting all of the Candidate‘s provided references.
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`This is simplified by POEITS in the same manner. The Investigator can ”invite" a reference to use the system and complete a questionnaire regarding the candidate. Throughout the process, the Investigator is aware of who
`they are waiting on for information and is notified when information is submitted to the system. 1iI'u'hen forms and questionnaires are submitted, the Investigator is notified via email by PEI-BITS and by alerts within the system.
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`1ii'u'hen completing their on-Iine information, the Candidate can download a consent release form, sign it and notarize it, and upload it to the system. This completed form is presented to all persons who complete on-Iine
`questionnaires within the system.
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`An investigative area, for example, Education, has a number of investigative items, for example, Schools Attended. For each investigative item, the Investigator is able to enter investigative notes and optionally flag the item
`as being noteworthy to the investigation {red flag]. For each investigative area (Personal, Financial, Education, etc.) the Investigator enters a narrative summary which collectively provide the entire narrative summary of the
`investigation.
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`The Investigator can generate a number of standard forms and releases for the candidate as well as reports such as a Narrative Summary, Contact with Relatives and References, and many others. There are also several
`reports that quantify investigative actions and results both organizationally and on the Investigator level. This provides management with real—time insight into the progress of background investigations under their purview.
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`El EHWEIEDTI'IE and Introduction
`Introducflfln
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`Concept of Operation
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`l‘s‘l EVSiEH'I BETTE-fit"
`Electronit: vs Paper
`Information Integrity and Data Ownership
`@ Information Security
`SYStem Architecture
`About This Manual
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`Learning to Use PDBITS
`@ ”SEMI [30”:er
`IQ Investigator Roies
`é Managing Candidates
`IQ Managing Cases
`IQ Managing Organizational Information
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`There are many obvious benefits to this concept. First and foremost is diet it reduces the level of effort required of the background investigator while improving the processI organization, and managerial visibiiity. Second is
`Eat it imposes rigor into the background investigation process. This rigor inciudes‘.
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`Information organization
`The background investigation process involves the collection of a great deal of information which is compounded by every investigation. Having more than a couple of ongoing investigations at once is a strain on even a well-
`organized investigator. Having an organized and well-structured environment ensures good organization and instant accessibility. For example, it is impossible for two investigators to organize their case files differentiy and
`organization concepts do not have to be learned; they are imposed.
`Continuity of operations
`Some departments may have a staff dedicated to the background investigation process. For ofl'iers, it may be a collateral duty for one or more officers or employees. Either wayr POBITS provides a measurable benefit by
`standardizing hovlI information is stored ma king it possible for any investigator to instantly determine the status of any investigation or any element of a particular investigation.
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`Process Standardization
`PDBl'I'S establishes an organizational structure for investigative information. Whether you are the only Investigator or you work as part of a team of Investigators, this will provide consistency and organization to your
`investigative worlc.
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`Paperless Process
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`PDBl‘I‘S enables your organization to minimize paper products to the greatest extent possible.
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`El [Ill 1Ir'llelcome and Introduction
`Introduction
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`Concept of Operation
`El System Benefits
`Electronic vs Pa-e
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`E Information Integrity and Data Ownership
`@ Information Security
`E System Architecture
`@ About This Manual
`
`Learning to Use POSITS
`@ Useful Concepts
`IQ Investigator Roles
`IQ Managing Candidates
`IQ: Managing Cases
`IQ Managing Organizational Information
`9 Help and Support
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`Given the general requirements of a background investigation, it is not conceivable that the entire investigation can be committed entirely to an electronic system, and we don‘t intend for POEII'I'S to do so. Ultimately, the
`Investigator must compile all investigative documents into a case file which must be preserved for a very long time. For many law enforcement positions, the background investigation report must be retained beyond the
`employment of the Peace Officer. Information systems come and go and may be adopted or abandoned at any time. For these reasons, we promote POEHS as a tool to help the investigator manage the investigation process
`and produce a case file for review. all of the information contained in POBITS can remain there for as long as the system remains in place. But we suggest that the POEI‘I'S output which represents the investigation case file
`be generated into paper format and preserved.
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`We have designed FOBITS as a tool to help the Investigator in the background investigation process. Once the process is completed, POBI'I'S can generate documentation based on the information in the system. Each
`investigation case file in PDBITS can have any number of documents attached. The documents can be anything that can be saved electronically. We envision documents will be scanned to a PDF format for inclusion to the
`case file. There may be some records that must be retained in original format. its stated, we anticipate that you will maintain physical records but many of those can be retained in POBITS either as data or as electronic files
`attached to the case record.
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`More important is your ability to manage Ute workload and measure your results. Because your work is being managed within a single system, a wealth of information can be derived about the work in progress or the
`completed work. This provides a greater ability to coordinate and manage work as well as to determine how much work has been accomplished over a given period of time. This in turn can help you to determine staffing
`needs and adjust resources accordingly.
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`Contents I Index | Search
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`El lIii] Welcome and Introduction
`Introduction
`
`Concept of CIperation
`@ System Benefits
`@ Electronic vs Paper
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`Information Integrity and Data Ciwnershi
`@ Information Security
`System Architecture
`About This Manual
`
`Learning to Use PDBITS
`@ Useful Concepts
`IQ Investigator Roies
`Ié Managing Candidates
`IQ Managing Cases
`Ifi Managing Organizational Information
`IQ Help and Support
`
`E EEZIJZI Essa-irid- Software Development. LLE
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`PCIBlTS dramatically changes the way investigaijons are completed by creating a central information system where Investigators, Candidates, and their References all contribute to the process. Naturally, each participant is
`only able to view, enter, edit, or delete information appropriate for their role. For example, the Candidate wilI complete their Personal History Statement directly in FCIBlTS. The investigator can view all of the information
`provided by the Candidate but cannot change it. The only exceptions are personal contact information so the investigator can update it if this becomes necessary in the course of the investigation. References have an
`extremely limited view - they can complete one questionnaire specifically for them, and that's alf.
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`In the conduct of an investigation, the Investigator my issue system access to a number of individuals. We‘ve made this a simple mouse—click operation. In doing so, it gives the Investigator the ability to control system access
`without any need to consider access rights and privileges, and no ability to make a mistake that may jeopardize system integrity. as an Investigator, you will discover data that you have no ability to manipulate. This is by
`design. The Investigator cannot alter the responses provided by the Candidate and should not be able to. Nor can the Investigator add information that should be provided by the Candidate. Because of these controls, you
`can be assured that all information has been entered and updated only by the very individuals who can be held accountable for the accuracy and integrity of me information.
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`Should you discover that a Candidate has not provided complete information, simply re-invite the Candidate to the system with directions on what information is needed. Each time the Candidate access the on-line form, they
`are required to certify that all information contained in the record is complete and accurate.
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`El '29] Welcome and Introduction
`El Introduction
`
`Concept of Cperaljon
`@ System Benefits
`Electronic vs Paper
`
`Information Integrity and Data Ownership
`Information Securi
`
`System Architecture
`About This Manual
`
`@ Learning to Use PCIEIITS
`@ Useful Concepts
`Q Investigator Roies
`Q Managing Candidates
`IQ Managing Cases
`lg Managing Organizational Information
`IQ Help and Support
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`PDBTI'S dramatically changes the way investigaljons are completed by creating a central information system where Investigators, Candidates, and their References all contribute to the process. Naturally, each participant is
`only able to view, enter, edit, or delete information appropriate for their role. For example, the Candidate will complete their Personal History Statement directly in F'CIBlTS. The investigator can view all of the information
`provided by the Candidate but cannot change it. The only exceptions are personal contact information so the investigator can update it if this becomes necessary in the course of the investigation. References have an
`extremely limited view - they can complete one questionnaire specifically for them, and that's ali.
`
`In the conduct of an investigation, the Investigator my issue system access to a number of individuals. We've made this a simple mouse-click operation. In doing so, it gives the Investigator the ability to control system access
`without any need to consider access rights and privileges, and no ability to make a mistake that may jeopardize system integrity. as an Investigator, you will discover data that you have no ability to manipulate. This is by
`design. The Investigator cannot alter the responses provided by the Candidate and should not be able to. Nor can the Investigator add information that should be provided by the Candidate. Because of these controls, you
`can be assured that all information has been entered and updated only by the very individuals who can be held accountable for the accuracy and integrity of me information.
`
`Should you discover that a Candidate has not provided complete information, simply re—invite the Candidate to the system with directions on what information is needed. Each time the Candidate access the on-Iine form, they
`are required to certify that all information contained in the record is complete and accurate.
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`PDBITS User's Manual and Technical Reference
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`Contents l Index | Search
`
`El Elli Welcome and Introduction
`Introduction
`
`l3 Concept of Cperafion
`System Benefits
`E Electronic vs Paper
`Information Integrity and Data Ownership
`
`Information Security
`@ System Architectur
`
`About This Manual
`
`@ Learning to Use PCBITS
`Useful Concepts
`Ié Investigator Rcies
`IQ Managing Candidates
`IQ Managing Cases
`IQ Managing Organizational Information
`Q Help and Support
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`PDBl‘I’S is provided under the "Software as a Service" model, commonly referred to as SaaS in the industry. FDBITS is a 1r‘u'eb-based system and is hosted and serviced by Essential Software Development, LLC. All PDBITS
`users access PDBHS using their web browser, and just about any web browser will work. PCBITS is regularly tested in Internet Explorer, Firefox, and Coogle Chrome. No special settings or plug-ins are required.
`
`Why Software as a Service?
`
`Because it's better for both of us. In this model, you do not acquire anything. You receive a service which is the use of the software somewhat like a subscription. You do not make a financial investment in software or
`hardware. If the service is no longer needed for any reason, you simply stop using it and stop subscribing. If someone comes along with a better service, you can switch. You do not have to involve local IT resources with any
`aspect of system setup, use, operation, or maintenance. We support and service a single installation of our product and do not have to concern ourselves with any special circumstances within your computing environment.
`System updates and modifications are made with no customer involvement. This is considerably more economical and enables us to provide the service at the lowest possible cost. Lastly, it's easier for us to sell and for you to
`buy. The approval and budgeting process to procure technology in any well—managed organization is a considerable effort. Acquiring technology typically requires a lot of money and a lot of approvals. Do the other hand,
`acquiring a service does not. The procurement of the service is most likely within the budget authority of the manager who requires it. Further, the service is severable, meaning that you can discontinue its use at will. This is
`the most efficient and economical way to provide this software to you and observers of the software industry will note a strong trend toward providing software as a service.
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`Iu'lr‘hy a Web-based Application
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`Using web architecture is what allows us to change the game. Making POEilTS web-based allows us to extend the application to all participants in the investigative process. Now Investigators, Candidates, References,
`Landlords, past Employers, and departmental managers can all use this single system in a manner appropriate for their role in the process. There is simply no more efficient way to accompiish the background investigation
`process. It's significant to note that the federal government empioys a system that is similar in architecture to perform background investigations for personal security clearances. Similarly, all personal information is entered
`directly by the candidate and used by the background invesljgator to complete the elements of the investigation.
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`You may be reading this manual as a PDF document or as HTML within your web browser. Either way, the content is the same. In creating POEITS, we have created an information system well conformed to your business
`process and you should recognize the terms used throughout the application. We assume you know how to use a computer application. If we have done our job well, you should never need to consult the documentation to
`accomplish a task. We did not create this documentation to provided step-by-step procedures for performing each task. If you understand fl're concept behind the software, and can navigate a computer application, you
`should have no difficulty getting your work done in POBITS. This documentation was written to help you understand the concepts and business rules that drive the application rather than to provide detailed job aids. If you
`read anything in this documentation, you should read the Concept of Operation topic.
`
`The best way to learn is to use. Most users will become familiar with POBlTS in a very short time.
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`El IE 1Ir'ilelcome and Introduction
`@ Introduction
`E Concept of Operation
`@ System Benefits
`El Electronic vs Paper
`Information Integn'ty and Data Ownership
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`Information Security
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`System Architecture
`E About This lvlanual
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`Learning to Use POSITS
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`Useful Concepts
`Ifi Investigator Roles
`IQ Managing Candidates
`IQ Managing Cases
`IQ Managing Organizational Information
`I? Help and Support
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`Within PDBFI'S you will find links to help and training in the Main Menu. These links will take you to this manual and to other resources such as the User's Forum. The User's Forum is a typical forum system where members
`can post and respond to comments from other users. This forum is monitored by our support staff and your posts will usually be responded to by them. This is an excellent resource for searching for topics that may have
`already been asked and answered, especially if you are working in the off hours and you hate a question or seek advice.
`There are also a number of short training yideos designed to giye users a quick introduction to the system and specific guidance on performing certain tasks. This is an excellent resource for persons new to the background
`inyestigation process or to PDBTI'S.
`Dn 1rarious screen forms, field leyel help is proyided yia mouse-oyer help icons. 1il'u'hen you seen the help symbol ‘3' next to a data field, just hoyer the mouse oyer it to see a short description of the purpose of ihe field.
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`El EQWElcome and Introduction
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`Concept of Operation
`System Benefits
`Electronic ys Paper
`Information Integrity and Data Ownership
`@ Information Security
`E System Architecture
`@ About This Manual
`E Learnin to Lise F‘IIIIiIEllTS
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`Ifilnyestigator Roles
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`I9 Managing Cases
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`El IE] Welcome and Introduction
`
`Introduction
`Concept of Operation
`@ System Benefits
`@ Electronic vs Paper
`Information Integrity and Data Ownership
`@ Information Security
`System Architecture
`About This Manual
`Learning to Use PDBITS
`
`Useful Conce :
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`IQ Investigator Roles
`IQ Managing Candidates
`IQ Managing Cases
`IQ Managing Drganizationai Information
`IQ Help and Support
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`Narrative vs. Comment
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`PDBII'S gives the Investigator a tool to track all notes, thoughts, findings, observations, status, and narrative comments on all aspects of the background investigation. There is a basic structure to all of this information. Each
`Investigative area (for example, Education] has a section for Investigator's Narrative. At this level, all aspects of the investigative area are summarized in narrative form. These narratives collectiver become the investigator's
`narrative report which PDBITS assembles.
`1r'u'ithin the investigative area are items [for example, a college]. In this example, the Candidate will enter all colleges attended and the investigator can review each and make a specific comment and opfionallv check a Red
`Flag. Investigator's comments and Red Flags are internal notes and serve to remind the investigator of issues that have been identified, or actions taken.
`For example, while investigating a prior residence, the Investigator learns from the Landlord that police were called to the residence on one occasion, vet the Candidate has made no disclosure of the incident. For the
`Investigator's Comments, the Investigator can make a note of this and check the Red Flag. Checking the Red Flag makes this comment more visible and searchable. This would ultimatelv be one investigative item as part of
`the entire Residence investigative area.
`Hultipie Personal Historv Statements
`It is important to understand that a Candidate is an entitv that mar...r have anv number of Personal History,r Statements. This will help vou understand why these items are laid out as thev are. You can use this concept as 1,rou
`see fit. We know that some organizations require a new Personal Historv Statement for each application, and others mv not. The candidate will alwavs see whichever Personal History.r Statement is ”Open", and onlv one can
`be open when a Candidate is invited.
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`All system users in your organization are Investigators but each has a different role. Ewen].r Candidate is assigned to an Investigator and an Investigator can he one of three types:
`. Manager;
`-
`Investigator; or
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`1I.lie1l'.ier (Candidates cannot be assigned to Viewers]
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`A Manager is an Investigator with the ability to create Managers: Investigators, or Viewers within your organization. They can viev.I all Candidates in the system and viev.I reports that reflect all organizational information. They
`can monitor the progress of all Investigations or just those assigned to them. If you have only one Investigator in your organization they must be a Manager.
`If you want all Investigators to have the Manager role, that's fine and may be more conducive to an organization where multiple Investigators may work on muitipie cases with minimum "-IzflrinershipIr of the case by the
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`Q Application Basics
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`‘v'iewers are Investigators with view-only privileges. In the reai world they are not really Investigators. You will probably assign this role to departmental managers who simply need access to the investigative records and
`reports. 1:r'ie*l..vers can access all Candidate records and view reports for all cases within the organization. There is no information in the system they can change. nor can they add any information. Since no Candidates can he
`assigned to them; their menu system has fewer options than other Investigators.
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`PDBITS User's Manual and Technical Reference
`
`IQWelcome and Introduction
`El '29] Investigator Roles
`Manager
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`% Application Basics
`IQ Managing Candidates
`Q Managing Cases
`IQ Managing Organizational Information
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`Besides Investigators and Candidates, there are 5 other user roles in PDBFI'S that are referred to as "Relatives and References" within the Personal History Statement. They are:
`.
`Reference
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`Parent
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`Sibling
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`Secondary Reference
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`In addition to these roles. there are three other roles of users who will potentially complete candidate questionnaires. They are:
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`Employer
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`Landlord
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`Clther Law Enforcement Agency
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`The users in these roles are all references of some kind that will he proyided by the Candidate but each is different and each enters the system with a slightly different 1.r'isual perspective. For example. when a Landlord enters
`the system they are presented with a Landlord questionnaire and an Employer is presented with an employer questionnaire. The difference between a Parent and a Sibling is minor but is provided to support some minor
`differences in the information gathered on the Personal History Statement.
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`Note that when a Candidate lists another law enforcement agency to which they have applied, you can invite a representative from that agency to complete a questionnaire. This questionnaire only asks basic information and
`does not solicit qualitatiye responses.
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`PDBITS User's Hanual and Technical Reference
`
`Contents l Index | Search
`
`-Go ; ~‘-.-"
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`-
`
`_
`
`IQWelcome and Introduction
`E| [E Investigator Roles
`Manager
`la Investigator
`Viewer
`@ Other Roles
`El ffl Application Basics
` .ulic'ation Basics
`@ Your Dashboard
`a The Main Menu
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`anaging Candidates
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`IQ Managing Cases
`lg Managing Organizational Information
`IQ Help and Support
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`Web-based application have come a long way and now share many similarities with conventional desktop applications. POE-1T5 was designed using modern web architecture techniques and the provides a very robust and
`feature rich user experience but a few minor difference should be understood:
`1. When you open a record or select a menu item, it will be presented in a new tab on me application screen. You may open as many tabs as you like. IDnce the number of tabs exceeds the display width of your screen, the
`tabs will scroll. Most users will not want or need that many tabs open at any given time.
`2. Once you are working within a tab, for example on a list of candidates, your work remains within fl'Iat tab. So when you select an item on the list, you will be presented with a form for the object selected which replaces the
`list. When you close the form, the list will be retumed to view. Think of this a drilling down in a tree structure similar to navigating a computer file system with many levels of depth. Some areas within POBITS can present
`many layers of depth to access a particular object. But as you drill down, you remain within the tab where you started. You can always close the tab but doing so will not require you to save any changes you made along
`the way. In general, POEflTS will look after things and ensure that changed records are saved has you navigate about me system.
`
`3. Most lists include a Save icon and a Print icon at the top right comer. The Save icon will export the list to a .csv file and load it into MS Excel, presuming it is installed on We desktop. The Print icon will display the list in a
`basic HTML table on a new web page. This is also printable but printing structured web pages may have unpredictable results.
`4. When your cursor tums to a finger pointer, you can select a screen item. In a list, this will open the item. In some instances, the list will include functions that pertain to the list item you select, such as Print, to print the
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`Item. Items In a list fl'Iat Include an Icon will execute the described function rather than open the object. The Print optIon Is a good example.
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`5. Like just about any web based application, you will be automatically logged out after a period of inactivity.
`Er. A web application has no way of knowing your screen size or resolution. Generally, the application will maximize itself and use all available screen space as needed. Your screen size and resolution can dramatically impact
`usability. Bigger is better. It is recommended that you apply the highest resolution available unless you have vision impairments and require the largest possible screen fonts. PDBITS will display particularly well on wide
`screen monitors.
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`3". Network and server use can cause delays. We regularly monitor server use and capacity but there are times when either the server or the network has more demands than can be handled resulting in some delays in
`executing your actions.
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` Contents l Index | Search
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`When you login to PDBITS your dashboard is displayed. Your dashboard presents the information that i5 most useful to you depending on your role. The Dashboard is always in 1yiew and if it does not present current
`information for any reason, select the Dashboard item in the main menu will refresh d're screen with the most current information. This will reset the entire screen to the login view and will close all other open tabs.
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