Public Safety Law Enforcement Records Management

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Table of Contents
1.0 Introduction 2 2.0 Components of a records management system 2 2.1 System Architecture 2 2.2 Security 4 2.3 Query Capabilities 4 2.4 Reporting Capability 5 2.5 Interface Capabilities 5 2.6 State and Federal Reporting with Automatic Transfer Capability 5 2.7 Basic Statistical Data Modules 6 2.8 Other Data Modules 8 3.0 Law enforcement personals 9 4.0 RMS AND LAW ENFORCEMENT TERMS TO KNOW 11

1.0 Introduction
Managing the daily influx of law enforcement information is a massive job – one that requires the best tools available to not only make it manageable, but also productive. Law Enforcement Records Management solution streamlines the process by linking people, property, places, and related records into one central database with an intuitive user interface. A law enforcement agency needs a Records Management System (RMS) to enter information regarding criminal events that occur in their jurisdiction. The organized information can be easily transmitted to the agency’s State and/or the Federal criminal statistic repository. In addition to transmitting crime data, or for an agency that is not required to transmit crime statistics, the following benefits are also available with a Records Management Systems: * Provide real time information to dispatchers

* Better manage staffing requirements by shifts, locations and day of the week * Provide an investigator resource
* Provide a history of department activity
* Provide information to the governing boards and commissions * Provide public information to the media and the public
* Help the agency to define its public service policies for non-criminal activity

2.0 Components of a Records Management System
A Records Management System is a comprehensive computer program designed to enter and track crime statistical data and provide the agency management staff with the information needed to manage the agency. It is important that the Records Management System be able to send the required data fields to the State (and ultimately, the Federal) crime statistics repositories. Even if the agency is currently not required (based on State guidelines) to transmit statistical data, it may be a future requirement. It is also important that the Records Management System have a user interface that is easy to navigate and that presents important data immediately for the user.

2.1 System Architecture
The type of hardware and software is dependent on the size of the agency. A single PC (equipped with a modem) with an operating system of Microsoft Windows will provide a sufficient platform for a small agency’s RMS tracking needs and State/Federal UCR needs. Larger agencies or multi-agency organizations may require file servers, networks, mainframe computers, or, generally, more sophisticated hardware and software. Features

* Incident Report
* Case Management
* Citations
* Arrests
* Permits
* Warrants
* Field Contacts

Technical Specs
* Utilizes True Relational Databases including MS SQL™
* Central Server or Distributive System Architecture
* Share Only the Information You Wish to Share
* Off Site Data Synchronization
2.2 Security
Juvenile names entered into an RMS need to be identified and protected by restricting access to such names, making them available for reference by appropriate users of the system. Juvenile and other sensitive nature case file and/or other contact...
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