How Smart Police Stations Are Redefining Public Service

Police front desks across the country are facing the same challenge: rising service demand, increasing administrative complexity and fewer available staff hours to support nonemergency visitors. Many citizen requests involve incomplete or illegible forms, documentation errors or routine inquiries that pull personnel away from higher-value responsibilities.

Smart police station tools have proven to be practical, modern solutions for improving the way agencies deliver public services. These tools allow citizens to complete requests, submit forms, scan documents or check in for assistance without adding pressure to the front desk. As agencies nationwide modernize under Department of Justice and Department of Homeland Security (DHS) digital-service guidance — including the DHS Digital Modernization Strategy — smart police stations are becoming an operational model for improving citizen-facing service.

By offering guided digital workflows, clearer instructions and consistent intake processes, self-service kiosks help agencies reduce bottlenecks, ensure submissions are complete and legible, and provide reliable service even during staff shortages or high-traffic periods.

ITASCA COUNTY SHERIFF’S OFFICE (MINN.)

Modernizing Public Service Delivery Through Smart Police Station Tools

The Itasca County Sheriff’s Office deployed the Kiosk Office Suite™ from Advanced Kiosks® powered by Zamok software to modernize several high-impact public services, including permit-to-carry applications, document submissions and routine service requests. Prior to deployment, many of these tasks required citizens to complete handwritten forms or wait in line for front-desk assistance — often leading to incomplete paperwork and repeated follow-ups.

In the first six months of operation (April through September 2025), the kiosks processed:

• 426 permit-to-carry applications
• 1,850 total pages scanned, printed or submitted
• 863 document scans and print jobs
• Numerous routine walk-in inquiries that no longer required staff intervention

The kiosks didn’t simply replace paper — they introduced a structured, guided intake process that ensured every submission was complete, legible and routed to the correct workflow on the first attempt. Citizens received clearer instructions, and staff no longer needed to decipher illegible handwriting or chase missing information.

During configuration, workflows were built around the forms most likely to slow down front-desk operations. The system incorporated AI-guided assistance, instructional pop-ups and FaceLock identity confirmation to help citizens navigate each step confidently and securely. The result was a smoother intake experience, faster turnaround on common requests and more time for staff to focus on higher-priority needs.

Overall, the implementation gave Itasca County a more consistent and accurate service model — reducing bottlenecks, improving data quality and strengthening how the agency delivers nonemergency public services.

Footnote: All kiosk submissions follow CJIS-aligned data handling considerations appropriate for public-facing digital intake systems.

DECATUR POLICE DEPARTMENT (TEXAS)

Creating a Guided Lobby Experience Through Smart Police Station Tools

The Decatur Police Department faced a different challenge: Citizens entering their headquarters were often unsure where to go, how to begin a request or whom to speak with. To address this, the department planned its smart police station tools in parallel with a new facility, deploying two coordinated systems from Advanced Kiosks: a Greeter Visitor Management System™ at the entrance and a second kiosk running the Kiosk Office Suite for forms and service requests.

Together, these self-service kiosks created a welcoming, structured and intuitive lobby flow. During the design phase, department leaders worked with Advanced Kiosks to define the key citizen interactions that most frequently caused confusion at the front desk: crash reports, court or ticket inquiries, and general service requests. The Greeter system allowed citizens to check in, make basic inquiries and place VoIP calls, while also directing visitors to the Office Suite kiosk when a digital form, document submission or structured workflow was required.

Between September and October 2025, the kiosks demonstrated measurable engagement and adoption:

Kiosk Office Suite (Forms and Requests):

• 670 total citizen sessions
• Most-accessed tools included Accident/Crash Report, Courts or Tickets, and Call Services
• Top-used online portals included the Texas Crash Report system (46 visits) and Decatur Municipal Court Payments (32 visits)
• Minimal scanning and printing, confirming that most users completed tasks digitally

Greeter Visitor Management System (Check-In and Navigation):

• 72 total sessions
• Most visited pages included Welcome, Appointment Check-In, and Training
• Frequent use for visitor sign-ins, appointment management and other routine check-ins

This pairing transformed the lobby experience. Rather than waiting in line or relying on staff to triage every visitor, citizens received immediate clarity and direction. The coordinated system handled many of the routine requests that often slow down front-desk operations — allowing staff to focus on higher-priority cases and meaningful interactions.

Like Itasca County, Decatur’s configuration included AI-guided assistance, instructional pop-ups and FaceLock for secure identification when appropriate. But unlike Itasca, the focus here was on wayfinding, lobby navigation and citizen guidance — ensuring every visitor entered the building with confidence and understood their next step.

By planning its technological deployment alongside the new facility, Decatur ensured a seamless public experience from day 1. Community members quickly adopted the kiosks, using them to find information, submit requests and navigate the building independently. The result was a forward-thinking example of how smart police stations can combine facility design, digital self-service and human-centered planning to deliver faster, more transparent service the moment citizens walk through the door.

WHY THESE PROJECTS WORKED

Smart police stations succeed when technology is paired with a human‑centered, operationally grounded deployment model. In both Itasca County and Decatur, the results were not driven by hardware alone, but by a deliberate partnership approach in which the agency and its technology provider worked side-by-side to map real workflows, anticipate citizen needs and configure the tools to match local procedures.

Advanced Kiosks played a supporting but essential role — providing the specialized software, onboarding and workflow design expertise that ensured each system functioned correctly from day 1.

Across both departments, several factors consistently shaped the success of their smart police station deployments:

• Human‑centered onboarding and configuration: Each kiosk was tailored to the agency’s actual processes, not generic templates — ensuring citizens could complete tasks correctly without staff intervention.
  
• Customized forms and guided workflows: High‑friction tasks such as permits, reports and document submissions were rebuilt into structured, step-by-step digital flows.
  
• AI-guided instructions and clarity tools: Instructional pop‑ups, help videos and intuitive user experience design reduced confusion and improved completion rates.
  
• Secure identity confirmation: Features such as FaceLock enabled appropriate levels of verification while keeping the process fast and intuitive.
  
• Long-term partnership model: Agencies received ongoing refinement, quarterly reviews and adjustments as their needs evolved.
  
• Operational consistency and accuracy: Digital submissions eliminated illegible handwriting, missing pages and misfiled documents — dramatically reducing administrative rework.
  
• Respect for citizens’ time: Self‑service tools allowed visitors to complete tasks at their own pace without waiting in long lines or relying on staff availability.

Together, these factors created a repeatable, agency‑driven model for smart police stations — one that improves public service, reduces administrative load and delivers immediate, measurable value in any law enforcement environment.

SHARED OUTCOMES ACROSS BOTH AGENCIES

Although Itasca County and Decatur faced different operational challenges, their smart police station deployments produced several shared outcomes that any agency can expect when adopting structured self‑service tools.

1. Reduced Front-Desk Workload: Both agencies saw immediate relief from routine administrative tasks. Common requests — permit applications, crash report access, court inquiries, document submissions and general walk‑ins — shifted to kiosks, giving staff more uninterrupted time for higher‑priority responsibilities.
   
2. Cleaner, More Accurate Data: Digital workflows eliminated illegible handwriting, incomplete pages and inconsistent submissions. Agencies received standardized, scannable, legible information every time, dramatically reducing rework and follow‑up calls.
   
3. Faster, More Transparent Citizen Service: Citizens completed tasks at their own pace without waiting for assistance. Clear prompts, structured flows and AI‑guided instructions made the process intuitive — even for first‑time users.
   
4. Increased Public Trust and Professionalism: A modern, predictable and organized service experience created a stronger first impression. Visitors felt more confident navigating the process, and agencies demonstrated investment in community‑facing service.
   
5. Durable, Repeatable Model: The success in both jurisdictions shows that smart police station tools work in hardened environments (Itasca) and in polished, high‑traffic lobbies (Decatur). The underlying model — guided workflows + secure identity options + clear instructions — translates across agency size, staffing levels and facility design.

HOW AGENCIES CAN START THEIR OWN SMART POLICE STATION INITIATIVE

Launching a smart police station does not require a full technology overhaul. Most agencies begin with one or two high‑impact workflows and expand as results appear.

A Practical Road Map for Getting Started

1. Identify pain points: Common starting points include permits, crash reports, record requests or lobby check‑ins.
   
2. Map the workflow: Define the steps, required documents and routing so the kiosk can do the work that currently burdens staff.
   
3. Configure digital forms: Replace handwritten forms with guided, legible, structured digital submissions.
   
4. Add guidance layers: AI videos, helpful pop‑ups and visual cues ensure the process is intuitive for every citizen.
   
5. Deploy incrementally: Start with one lobby kiosk or one digital workflow, measure usage, and expand strategically.
   
6. Review quarterly: Adjust workflows as policies or department needs evolve. Smart police stations grow step by step.

Agencies don’t need new buildings or large budgets, just a focused effort to digitize the processes that consume the most staff time.

CONCLUSION

Smart police station tools are reshaping how law enforcement serves the public. By shifting routine requests to guided digital workflows, agencies can provide faster, more transparent service while reducing administrative strain. The experiences of Itasca County and Decatur demonstrate that when technology is paired with human‑centered onboarding and secure, structured workflows, the results are immediate and measurable.

Agencies seeking to modernize public‑facing operations can begin with just one workflow or one kiosk. The path to better service does not require sweeping change — only a commitment to clarity, consistency and respect for both citizens’ and staff’s time.

To learn more about self-service in law enforcement or to discuss your agency’s needs:

Call Advanced Kiosks at (603) 865-1000
Email us at sales@advancedkiosks.com
Submit a contact form on our website at advancedkiosks.com/contact

Advanced Kiosks Bio

Advanced Kiosks, a division of H32 Design and Development LLC, is a leading provider of self-service kiosk solutions for government, business and community organizations. With more than 20 years of experience, they specialize in designing and manufacturing turnkey kiosk systems that combine durable hardware with powerful software. Their Zamok Kiosk Management Software and industry-specific applications — such as the Kiosk Office Suite — help streamline operations, improve customer service, and ensure secure, reliable access to information and services. Backed by an excellent CPARS rating and a strong history of federal and municipal contracts, Advanced Kiosks is recognized as an innovative, trusted partner in self-service technology.