Historical record import
Upload scanned forms, spreadsheets, or log sheets. AI extracts structured records including multi-aide details with individual plant times, detection times, and cert-eligible flags.
AI-powered K9 training records
AI K9 training features:import old training forms and vet records, then review
Stop retyping years of paper records. K9Codex reads scanned training forms, spreadsheets, and vet documents and drafts structured records with confidence scores and per-aide detail. A person reviews every draft before it is saved. AI import is included in K9Codex at $10 per seat a month.
Import PreviewSample data
97%
K9 Rex · Narcotics Detection2023-06-14 · Ofc. Martinez
Alert94%
K9 Rex · Narcotics Detection2023-06-14 · Ofc. Martinez
Alert91%
K9 Bear · Patrol: Area Search2023-06-15 · D/Sgt. Nguyen
CleanConfidence scores shown per record. User reviews and approves before data is saved.
The problem
Years of paper records. No way to search them.
Most K9 teams have years (sometimes decades) of training records locked in paper log books, scanned PDFs, shared spreadsheets, and handwritten forms. When a new handler joins, a certification review comes due, or a court request surfaces, someone has to dig through filing cabinets and retype everything into whatever system the team currently uses.
Vet paperwork presents the same bottleneck. Vaccination cards, health certificates, and treatment records arrive on paper. Manually transcribing them into a database is slow, error-prone, and nobody wants to do it.
- Manual retyping of hundreds of historical sessions
- Vet records transcribed by hand into spreadsheets
- No structured search across paper archives
- Inconsistent formatting from different handlers and eras
A manual backfill, step by step
Pull log books from storageStill yours
Scan or photograph the pagesStill yours
Read and retype each session recordAI drafts it
Match dog names and handler assignmentsAI drafts, you check
Put each field in the right columnAI drafts it
Enter vaccination records from vet cardsAI drafts it (web)
You still review every draft. You stop retyping the forms.
What the AI does
Four AI features in K9Codex
Each one is optional, keeps results in your organization's workspace, and runs through the SYSTALOG server. A person checks every result.
A summary on each imported record
Each imported session gets a two to four sentence summary of details the form fields do not hold, such as notes written in the margin. Check it against the original before saving.
Vaccination report parsing
Upload a vet record or vaccination report as a PDF or image on the web. K9Codex drafts the vaccination entries for that dog, and you check each one before saving.
Field note scanning on iPhone
Photograph handwritten notes while logging a session and the app fills in the fields it can read. The handler checks them before saving.
Importing old records
Historical record import
Upload scanned training forms, spreadsheets, or log sheets. The AI extracts structured records, shows confidence scores, and lets you review every field before saving.
- Step 1
Upload source document
Upload scanned training forms, spreadsheets, log sheets, or photos. The system accepts PDF, image, and spreadsheet formats.
- Step 2
AI drafts the records
A language model reads the document and drafts one training record per session: date, dog, handler, training type, result, duration, location, weather, and blind or double-blind status.
- Step 3
Multi-aide extraction
When a session includes multiple odors, each aide is extracted individually: plant time, detection time, result, weight, height, container, placement location, and cert-eligible flag.
- Step 4
Review and approve
Every extracted record displays a confidence score and any warnings. You review, edit, and approve each record before it enters the system.
- Step 5
Records saved with audit link
Approved records are marked as historical so they are not confused with sessions logged on the day, and each keeps a link to the source document.
Multi-aid sessions
Per-odor detail from a single session
Detection training sessions often involve multiple odor aids planted in one scenario. A narcotics search might have cocaine, methamphetamine, and heroin in different locations with different containers and weights. The AI extracts each aide as a separate record with its own plant time, detection time, and certification eligibility.
This means a single imported document can produce multiple structured aide records, all linked to the same parent session: giving you the granular data needed for certification tracking and performance analysis without any manual splitting.
- Individual plant and detection times per odor
- Weight, height, and container type captured separately
- Placement location logged for each hide
- Cert-eligible flag auto-set based on configuration rules
- All aide records linked to the parent session for drill-down
Extracted aide fieldsSample values
Aide / odor typeCocaine HCl, 100g
Plant time14:22
Detection time14:24
Search duration2 min 14 sec
ResultAlert / Clean
Weight100g
Height48 in
ContainerCardboard box
LocationVehicle trunk, rear bay
Cert-eligibleYes
Fictional example summary
Imported session, vehicle search: K9 Rex worked a blind vehicle search at the county yard and alerted on both hides. The second alert came after a slow approach around the rear bumper. The handler noted the wind shifting from the north halfway through.
Saved on the imported record, next to the fields drafted from the same sheet.Summaries
A short summary on every imported session
Paper training forms often carry notes outside the boxes. When K9Codex imports a session, it writes a two to four sentence summary of those details so they are not lost when the form is turned into fields. It is a note for the reviewer, not an assessment of the dog.
- Two to four sentences per imported session
- Keeps details the form fields do not hold
- Shown with the draft during review
- Searchable later from the records screen
- Saved with the record and its source document link
Health records
Vaccination report parsing
Vet records arrive on paper cards, printed PDFs, or clinic printouts. Each document contains vaccine names, dates administered, booster schedules, and clinic information. Manually transcribing these into a database is tedious and error-prone.
Upload vaccination documents and the AI auto-populates the K9 health record: vaccine type, administration date, administering vet or clinic, booster due date, and lot number when available. Review each extracted field and approve.
For what a working-dog health record should hold, read vaccination and veterinary record management for working dogs.
- Accepts PDF and image formats from vet clinics
- Extracts vaccine type, date, clinic, and booster schedule
- Auto-populates K9 health record with extracted data
- Review workflow before data is committed
- Maintains link to source document for audit
Extracted vaccination fieldsSample values
VaccineRabies 3-year
Date administered2023-03-15
Administering vetDr. Patterson, City Vet
ClinicMetro Animal Hospital
Booster due2026-03-15
Lot numberRB-4482191
K9K9 Rex
On iPhone
Scan handwritten field notes into a training log
Many handlers still write notes on paper at the training site. In the K9Codex iPhone app, take a photo of the notes while logging a session and K9Codex fills in what it can read: training type, result, duration, times, weather, and notes. The handler checks every field before saving.
Photo in, fields out
One photo of the notes fills the matching log fields.
Same fields as typing
The result is an ordinary training log, not a separate record.
Handler confirms
Nothing saves until the handler reviews the fields.
Security and privacy
How AI import handles your data
K9 teams handle sensitive records. AI import only sends the document you choose, only when you start an import, and saves nothing until a person approves it. Read the full K9Codex security page.
Server-side AI calls
The AI provider key stays on the SYSTALOG server and is never sent to the browser. Every AI request goes through a SYSTALOG server function.
Organization-scoped records
Saved records belong to your organization workspace, and one organization cannot see another organization's records.
Low-temperature extraction
Extraction runs at a low temperature (0.2) so results are consistent from one document to the next. A person still reviews every draft.
Entirely optional
AI import is opt-in. Training logs, certifications, GPS tracks, and reports all work without it, and nothing is sent to the AI provider unless you start an import.
More about K9Codex
More from the SYSTALOG K9 platform
K9Codex overview
Training logs, dog profiles, certifications, GPS tracks, reports, and pricing.
Learn moreAI K9 training management system
How reviewed imports fit a K9 unit's records workflow.
Learn moreK9 certification tracking
Certifications per dog with expiry dates and renewals on the dashboard.
Learn moreK9Codex desktop app
Download the Mac desktop app. Windows is coming.
Learn more
Questions
K9 AI features FAQ
Answers about the AI model, data handling, extraction capabilities, and how it fits into your workflow.
What AI does K9Codex use?
K9Codex sends the document you import through a SYSTALOG server function to a large language model provider, at a low temperature (0.2) for consistent extraction. The provider key stays on the server. Ask us for the current model and provider terms during a security review.
Can AI extract training records from scanned paper forms?
Yes. The historical record import feature accepts scanned training forms, log sheets, spreadsheets, and photos. It splits a multi-row sheet into one draft per session with date, dog, handler, training type, result, duration, location, weather, and blind status. Each draft shows a confidence score so you can check it before saving.
How does multi-aide extraction work when multiple odors are used in one session?
When a training session involves multiple odor aides, the AI extracts each one individually. For every aide, the system captures plant time, detection time, search duration, result, weight, height, container type, placement location, and whether the hide qualifies for certification. This means a single imported document can produce multiple structured aide records, all linked to the same parent session.
Where does my data go when I use AI import?
Only the document you choose to import is sent, through the SYSTALOG server, to the AI provider for extraction. The reviewed records are saved in your organization workspace, which other organizations cannot see. If you do not start an import, nothing is sent. Ask for the provider's data terms before uploading sensitive records.
Can I import historical records and still distinguish them from new entries?
Yes. Imported records are marked as historical and keep a link to the source document, so a reviewer can tell a backfilled record from one logged on the day. The audit trail shows when and by whom each record was created.
Do I have to use AI features or are they optional?
Yes, they are optional. Training logs, certifications, GPS tracks, reports, and the audit trail all work without AI. Most teams use AI import to bring in older paper or spreadsheet records and then log new sessions directly.
K9Codex
Bring your old training records into K9Codex
Upload scanned forms, review the drafted records, and save the ones that are right. AI import is included with every K9Codex seat, and teams that prefer typing can skip it. $10 per seat a month, every feature included.