SOO_Records Mgmt System.pdf

UNCLASSIFIED

Statement of Objectives

The NGA Police based in Saint Louis, Missouri and Springfield, Virginia have a requirement for a Records Management System (RMS). Which would allow the NGA Police to manage, store, and retrieve information related to incidents, arrests, evidence, personnel files, and other critical data, to improve efficiency.

Comparable Commercial-off-the-Shelf (COTS) items are acceptable for consideration.

Required

• Record Management System shall be in compliance with 34 U.S. Code 41303 – Uniform

Federal Crime Reporting Act of 1988 (UCR Reporting)

• Record Management System shall be in compliance with Federal Code of Regulations

Title 28 Chapter 1 Part 20 to ensure criminal history record information wherever it appears is collected, stored, and disseminated in a manner to ensure the accuracy, completeness, currency integrity, and security of such information and to protect the individual privacy

• Shall be in compliance with NARA

• RMS shall abide by all Federal regulations required of an RMS system for police departments

• Form Repository for all NGA Police Forms. To enable all forms to be accessible and identifiable

• Server storage space requirements/capabilities for on premises RMS

• Single entry (i.e., no duplicate data entry)

• Maximum use of Federal charge code tables

• Ability to enter and query narrative(s)/text fields

• Spell check and formatting capability on narrative(s)/ text fields

• Single database (i.e., virtual or physical) Validation on data entry (i.e., logical edits, edit checks for all fields)

• Common Access Card login

• Name and Password login (option)

• Track and add/remove people. To remove or add permissions

• Ability to connect to Missouri Uniform Law Enforcement System (MULES), Virginia

Criminal Information Database, and National Crime Information Center integrated into

RMS

• Citrix integrated into RMS

• Receipts for vehicle maintenance recorded per vehicle in RMS

• Access to ALERTS system for reports, tickets – Specifically for SIPE Police

Vehicles

• Automatic Maintenance scheduler

• Lifecyle Management System – Lets department know when vehicle has reached its lifecycle and needs replaced

• Tracks vehicle through its lifecycle

• Tracks all vehicle related costs and totals how much has been spent

Officer Clothing Records

• Clothing and Equipment record for each officer

• Ability to use CAC to digitally sign clothing record

• All officers shall have their own clothing record recorded in their personnel file within the RMS

Investigations

• Ability to connect to Digital Data Exchange (DDEX) integrated into RMS

• Ability to upload case information from a suspicious activity report/DDEX into report in

RMS

• Search link for DDEX in RMS

• Ability to connect to the National Data Exchange (N-DEX) in RMS

Police Operations

• Officer scheduling program (identify shifts, supervisor, officer)

• General easily identifiable tile in RMS for reports to be written

• Report writing program/template with required fillable fields

• User interface identifies what user has been granted access to

• An agency’s RMS should provide the capabilities for users to generate inquiries to internal data sources from within each module where such inquiries make sense

• System will provide the ability for two levels of review for each police report

• There will be a module for a central records section where various reporting documents of the agency can be handled

• At the administrative level, in order for administrators to keep informed and allocate manpower and resources

• Easy ability to obtain the disposition of reports. A report will be created and sent to the.

FBI. The report must accurately reflect the final results of charges filed alleging violations of the law

• Provide a fingerprint card with case number. This will allow for ease of reference after booking and record keeping

• The disposition page of an arrest should show the FBI number on the Final Disposition

Report. If the FBI number is unknown then the subjects complete name should be reported as it was submitted on the FBI fingerprint image.

• The local arrest number as shown on the fingerprint image for which the disposition is being submitted should also be stated on the Final Disposition.

• The Final Disposition should show any changes from the original charge as it appears on the arrest fingerprint image to the charge for which conviction was obtained.

• Ability to access the Criminal History Record Information (CHRI) (Internal PeopleSoft

Process) not required to connect to outside source

• Ability to access NCIC

• Originating Agency Identified (ORI) file – will contain contact information (such as an agency’s address and telephone number.

• Uniform Crime Reporting module. Easily be able to obtain UCR report for each month or years of information

▪ The following is necessary for any agency which expects to generate

Uniform Crime Reports from its records system:

▪ A permanent record of each crime is made immediately upon receipt of the complaint. All reports of thefts or attempted thefts are included regardless of the value of property involved

▪ Crime trends data module. Should show the crime trend from one period to the next are presented in the UCR Programs annual report. The crime trend module should show the percentage change in crime based on data reported in a prior equivalent period. Trends can be computed for any time frame, such as month, quarters, or years.

▪ The UCR reporting should compute the volume trend and the rate trends

• Easily identifiable tiles for each respective police division (Operations, Tactical Response

Team, Investigations, Canine). Each division should be able to store personnel records, operational plans, Standard Operating Procedures etc…

• Record Management System shall be in compliance with Section 889(a)(1)(A) which prohibits the Federal Government from procuring or obtaining, or extending or renewing a contract to procure or obtain “any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system,” on or after August 13, 2019, unless an exception applies or a waiver is granted.

RMS System and Vendor Requirements

• Vendor must be willing to sign a statement verifying no covered telecommunications equipment or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system that are in violation of Section 889(a)(1)(A) were used.

• RMS should have basic master indices that correlate and aggregate information in the following areas: people, locations, property, conveyances (e.g., vehicles), and organizations.

• This is to eliminate redundant data entry by allowing the reuse of previously stored information and the automatic update of the master indices upon the entry of report information

• Master indices information shall be captured in a variety of ways, including during the input of information from incident, traffic accident, and vehicle reports and citation, booking, arrest, juvenile, fingerprint, and mug shot subsystems. Prior to accepting an entry, RMS should automatically give the user the option of determining whether there is a match based on existing data.

• The system should support the validation and linking of addresses, commonplace names, and street intersections. Linkages among any information contained in the master indices

(e.g., people to places or person to person) must be included in RMS.

• Query and retrieval by name, vehicle, location, organization, and/or property to produce a comprehensive response displaying all related records in the system

• The RMS Master Name Index (MNI) function links an individual master name record to every event (e.g., incident report, arrest report, field interview, accident report, and license and permits) in which the individual was involved or associated. Every person identified within these events is given a master name record. Should that person become involved in another event, the single master name record is linked to all of the other events so that by querying that one name, the system can produce a synopsis of all the involvements associated with that one person. It also facilitates the linking of additional names to an individual master name record (i.e., alias information and relationship data).

In querying an individual MNI record, the user also would be able to view all related records, as well as those associated with that individual. When a record or report is added to RMS and a person is linked (i.e., indexed) to that event, the system should perform a very important matching function using a rule-based process. The purpose of this matching function is to either automatically link an existing MNI record or to present the user with a list of possible matches to the name so that the user can make the matching decision. RMS should provide a matching algorithm that will provide the ability to search the name file by a variety of criteria, such as sound-alike searching; phonetic replacement; diminutive first names (e.g., James/ Jim/Jimmy) and other static demographic information, such as age, sex, and race. Once a list of possible matches is provided, the user can decide whether the information should be linked to an existing master name record or whether a new master name entry should be added. In addition to names, the MNI should, at a minimum, capture and maintain information on: Physical characteristics (e.g., current and past descriptors) Race and ethnicity Location history

(e.g., current and past residences) Employer information. Telephone numbers Known associates Alias names/monikers Available mug shot(s) and photographs Scars, marks, and tattoos Modus operandi (i.e., unique method of operation for a specific type of crime)

Identification (e.g., social security, driver’s license, and local and county identification)

NCIC fingerprint classification

• Additional information can be added, but older information should be maintained and viewable

• The RMS MNI should also provide maintenance functions that will permit a record or report to be unlinked from one MNI and relinked to another. Since it is not always possible to ensure that the correct MNI record is linked to an event record, it must be possible to correct it. Functions also should be provided that will allow two or more MNI records to be merged into one record

Master Vehicle Index When a vehicle is linked to an incident in RMS, it should be added to the vehicle record in the Master Vehicle Index (MVI), which provides an agency with a detailed, searchable store of information about vehicles. RMS should provide the capability to search on:

• Vehicle Identification Number (VIN)

• License plate number

• License plate state

• License plate year

• Registered owner

Description (e.g.. make, model, year, color, style, and attributes

• Tied to M.U.L.E.S, V.C.I.N., and NCIC

• Field Interview Report check box to vehicle report

Master Property Index (MPI)

Each record is catalogued by using unique property characteristics:

• Make

• Model

• Brand

• Description

• distinguishing characteristics

• serial number

• Industry property coding standards should be used during the entry of property records into RMS.

• Any property records entered throughout RMS should automatically cross-reference MPI to find potential matches based on the unique property characteristics

• Location identifier of evidence ie…locker or evidence room

• System should identify who entered the information into the MPI

• Track the chain of custody

• Auto generate time stamp of logged evidence

• Internal audit report review

• Other supervisors can review reports if another supervisor is out of the office – ability to assign a proxy

• Records retention determined by (day, month, and year)

• Storage for completed FOIA requests

• All calls for service (CFS) are recorded in a structured records environment, providing the ability to run reports on this data, while also maintaining a historical record on all calls.

• The data are either segmented or identifiable by the agency

Incident Reporting

• CFS record in RMS should be linked to the incident and should be easily accessible from the incident report

• Certain types of incident reports must be available to the public. Witness information, as well as the names of juveniles who are subjects or victims, may need to be redacted for public consumption. RMS must be able to recognize the age of the majority in the jurisdiction by the date-of-birth information entered into the system that is available to the public. The system should support the redaction prior to printing a public copy or making the report available to the public

• The data captured in this module must support the preparation and submission of all required federal crime reporting and provide the capability to print a copy of both the completed department’s incident report and the redacted incident report

• Reports based on period of time

• Area

• Incident type

• Location code (e.g., geocode)

• Initial call type Offense type

• Summary of incidents by officer

• Incident reports have free-text fields, to allow the collection of an unlimited amount of narrative information

• System should provide the capability to search the narratives for a specific word or phase

• Check box to send report to Detectives. RMS will automatically send report to

Detectives

• Officers can view previous reports, but NOT have the ability to change a report

• Juvenile reports will require appropriate permissions to access

• Check box for report to be sent to Detectives, Threat Mitigation Unit or other identified offices

Supplemental Report

• The creation of a supplemental report may result from information gained during additional investigation and also may result in updating the status of the investigation

• Be able to query and retrieve the initial incident report and use it as a baseline document for the supplemental report

• Able to electronically submit the report to a supervisor for review and dissemination

• Multiple officers must be able to simultaneously create and add supplemental reports regarding the same event

• All supplemental reports are linked to the original incident report. Be able to link all of the associated reports with a common report number using the original incident report number, with a suffix indicating supplemental report

Report Review

• The incident report must be able to be locked from further edits

• Does not preclude the viewing of the document by those with access permissions, but the ability to block access

• Supervisors can access permanent, noneditable storage in the local RMS database

• RMS must allow supervisors to receive, review, and approve incident reports online and to electronically respond to submitting officers and investigators

• The system should support all required reviews and corrections prior to locking down the incident report

• Identify protected identity personnel and secure reports

Investigative Case Management

• Be able to assign case responsibility and task responsibility

• The assigned officer receives these referrals or cases electronically and records all of the subsequent case management-related activities in RMS

• Systems Case management functions include, but are not limited to, capturing and storing investigation data, requesting a warrant, conducting interviews and photo lineups, and producing supplemental reports.

Investigators also may initiate reports for criminal charges prepared to send to IG or

Provost Marshal

• The NGA should be able to define its specific activities, including a time allocation for each activity, so the system can generate alerts to both the assigned investigator and the supervisor

• System identifies cases not assigned for investigation or follow-up

• Case summary

• Federal Charge Codes with descriptions of violation access to outside organizations

Investigative Case Management

• Case aging report (list of cases by age range, days, weeks, month, etc.)

• Assigned cases (open cases by investigator and current status)

• Cases pending assignment

• The supervisor must be able to access and review unassigned cases.

• The supervisor will assign case responsibility to a primary investigator

• Exchange system to send the report to other offices – to send to the IG

Case Monitoring

• Case status and activities, both pending and overdue, and investigator case workload

• Supervisors must be able to obtain workload information, assess all requests for new investigations, receive deadlines and reminders, and interact with investigators electronically

• They must be able to view existing assignments, shift resources, and notify investigators of changes, as required.

• The activities associated with the investigation typically include collecting evidence, developing leads, conducting interviews and interrogations, requesting warrants, and writing supplemental reports. Each of these activities must be documented in RMS to confirm that proper department procedure was followed and that all potential leads were developed, including case notes. Each activity during this process may result in an update of the status of the investigation. During the course of the investigation, the primary investigator may assign tasks to others. The system should be capable of monitoring and tracking at both the case and task levels.

• Evidence collection and disposition is defined in the Property and Evidence and

Management module

Charging

• The system should support the development of charging recommendations and their electronic approval prior to the submission to the prosecutor

• The system should support the ability to reopen a case, if necessary, based on new evidence

• Information about the property, including its source, is collected and recorded in RMS

• Law enforcement personnel can access property data to view detailed information about the item and historical information about the custody and control of the item including the current status or location

• Personnel also can follow links to related property items tracked in the system. The tracking system provides the ability to accurately track and verify that all property items and the evidentiary chain-of-custody requirements are met

• The system also will track property that has been impounded or stored in remote facilities. Information about property and evidence must be linked to either a case file or report that describes the property’s involvement

• The disposition of property is managed by the system, with timed events to notify property custodians of their disposal

• The disposition history is maintained for a specified time period or may be indexed for future investigative purposes

• Chain of custody Property summary report

• Property item detail

• Released property report

• Property inventory report

• Property disposition reports

• Form letter to inform the property owner of the pending disposition of property with instructions for filing a claim

• Case closed evidence report

• Evidence location summary report

• Audit report

• Incident reporting

Collect Property and Evidence

• Should include date/time received, contributing and receiving officers, and location

• The property will be checked against internal database for matches. RMS will link property/evidence information with the case and reports

Property and Evidence Storage

• Movement of property and evidence, regardless of how minor, is recorded to ensure that an accurate log of the activity is captured

Property and Evidence Disposition

• The system will use timed events by using system messages or providing access to lists of eligible property items to notify the property custodian when property can be lawfully disposed

• The system should provide a means to store images of the item prior to the disposition

• The system should generate automatic alerts when property is eligible for release

Arrest

• The Arrest module provides a place to document all of the steps taken in an arrest

• The Arrest module must allow the officer to capture the method of identification that was used. It also must capture the completion of other steps such as the issuing of the

Miranda warning.

• RMS should facilitate and document the agency’s arrest report review process.

• RMS must provide the capability to print the arrest report after all of the data have been entered into the system

• Daily arrests, by day and time,

• Date range

• Arrest report and/or affidavit

• Arrests by location

• Arrest log

Booking

• Personal information will include the subject’s name and any known aliases

• Physical description, including tattoos and other identifying marks

• Address

• Date of birth

• Identification data

• Driver’s license number

• Social security number

• The subject’s fingerprints will be taken as part of the booking process. A photo image also will be taken of the subject and may include images of any identifying attributes, such as tattoos and scars. RMS will provide the capability to store the images in the database linked to the booking record

• Suspect booking form

• Booking summary based on varying search criteria

• Court list by court name

• Property received

• Property receipt

• Property released

• Booking Receipt

• Activity (e.g., Released to intake, released, and transferred)

• Mug-shot photograph system

• If the booking record precedes the arrest record, the data from the booking record should prepopulate the arrest record

• Information about the arrest of the subject will be entered into the Booking module.

• A checklist of questions in RMS to capture noted medical needs and security risks

• The booking record will be updated, where applicable, to record all relevant information supporting the release of the subject from custody, including the reason, effective date, and time of release

Juvenile

• RMS must accommodate the need to access juvenile data distinctly from adult information

• Access must be restricted to authorized law enforcement personnel with special privileges

• RMS should have the ability to automatically archive juvenile information after a requisite amount of time or when the subject reaches the age of 18 (whichever occurs first)

• RMS will support these activities by documenting the contact with the youth in a juvenile contact record.

• It also will guide the law enforcement officer to the appropriate remedy, sanction, or referral, depending on the circumstances

• Information about the juvenile. The youth’s full name, age, address, contact (i.e., family) information, physical description, gender, and name of school he or she attends, as well as information about the incident

Traffic Accident Reporting

• Collect data on the demographics of the people involved, to collect statistics for reporting on bias-based policing evaluations

• Weather

• Visibility

• Road surface conditions at the time of the accident

• Location information

• Drawing or diagramming tools to assist

• Date

• Time

• Officer Name

• Assisting Officers

• Badge Number

• Department Name

• The system should support the ability to attach accident diagrams and photographs to the accident report.

• If a citation is issued as a result of the accident, the citation should be linked to the accident report

Citation

• When the citation data are entered or uploaded into RMS, the appropriate links should be made to the master index records

• The Citation module should capture the court data and record the court’s disposition of the citation

• Citation and warnings summary based on varying search criteria

• Citation by location

• Citations and warnings by demographic data

• Citation audit (e.g., missing/voided numbers)

• Citation information is stored and tracked in RMS. Officers will enter information about a violation or charge, as well as relevant court information, into RMS

• RMS must track warnings, as well as citations. Both must be linked to the subject’s master name record

• The module also should allow the law enforcement officer to collect data on the demographics of the people involved, to collect statistics for reporting on bias-based policing evaluations

Fleet Management

• When maintenance or repair work is performed by a contractor, the fleet management module may include functions to track vendors and the services they provide

• Track lifecycle of vehicles including the day received and disposal date

• Lifecycle replacement based on years of service and mileage

• Automatic aggregate when vehicle should be replaced

• Fleet inventory

• Maintenance schedule

• Fleet repair log

• Fluid consumption/cost

• Vehicle repair cost

• Fleet equipment list

• Descriptive characteristics of the vehicle (e.g., color, make, and model)

• Date the vehicle was deployed

• Starting mileage Identifiers (e.g., VIN and license plate number)

• This module also will establish the service schedule, such as tune-ups and oil changes

• Fleet issuance refers to tracking events related to fleet asset issuance and where fleet is assigned

• The system should allow the ability to track the issuance history of the vehicle

• The Fleet module records the date, price, and amount of fuel purchased at each fill-up, as well as the vehicle’s mileage at the time of fill-up

• The system can be used to record information about vehicle maintenance and service

• Projected and actual maintenance schedule

• Fluid servicing

• Vendor providing service

• Repair schedule

• Repair and maintenance costs

• Disposal of the vehicle the system changes the vehicle status but will not delete or remove historical records associated with that item

Personnel

• Personnel summary, based on varying search criteria

• Duty roster

Training and certification scheduling

• Issue equipment to an organizational element or individual

• Issued equipment based on varying search criteria

• The system must allow for the gathering and maintenance of basic information for all personnel working for the department. Information may include names and addresses, physical characteristics, assigned equipment, emergency contact information, special skills, classifications (e.g. sworn/nonsworn), and rank histories

• The scheduling portion allows for the creation and maintenance of schedule patterns

(e.g., days on, days off, and assigned hours). The assignment portion records the officer assignment, shift, and location and associates the officer with a particular pattern. As assignments change, the personnel record is updated to reflect the new assignment. All exceptions to the officer assignment must be recorded

• The system creates the duty roster, which is based on the assignment, schedule, and exceptions to the schedule. To be able to generate past and future rosters, a complete history of assignments, patterns, and exceptions are maintained

• After schedules and assignments have been generated, it will then be necessary to document all conflicts with previously created work schedules. The exception can include any other duty or assignment outside the scheduled or assigned pattern (e.g., training;

vacation or sick leave)

RMS Reports

• Law enforcement personnel must be able to generate standardized reports and aggregate reports, as well as query RMS to produce ad hoc reports from the RMS reports module

• Incident reports

• Accident/crash reports

• Property/evidence reports

• Citation reports

• Case management reports

• Managers must be able to query, retrieve, and display information in a variety of ways.

They must be able to query on indicators, such as date of the incident, case type, and assigned officer. They should be able to produce reports from a list of standardized reports or on an ad hoc basis.

• The query and data retrieval system must be integrated with the RMS security system so that the department can designate search and query types and depths by password or groups of passwords

• Each module includes its own set of standardized reports, which also are available through the RMS Incident Reporting module

• The agency may need operational reports and analysis that are not provided by standard

RMS reports and queries.

• Ad hoc reporting will allow a user to define and create these additional custom reports.

Once created, these custom reports can be saved and run as standard reports. RMS should provide a tool that can be used to produce any number of ad hoc reports

• The agency may need operational reports and analysis that are not provided by standard

RMS reports and queries. Ad hoc reporting will allow a user to define and create these additional custom reports. Once created, these custom reports can be saved and run as standard reports. RMS should provide a tool that can be used to produce any number of ad hoc reports

RMS System Administration

• RMS should be able to create and query information effectively; ensure appropriate access to information and systems security; and ensure effective departmental information, image, and document management

• RMS table maintenance

• RMS configurations (e.g., parameters, defaults) Security (e.g., user role, jurisdiction)

• Geofile

• Data management (e.g., data dictionary, archive and purge)

• Report on users, sortable by names, access level, password age, and machine used

• Report on RMS use, sortable by user log-in, frequency, total time in system, number of concurrent log-ins, machine used, and duration time-outs

• Report on failed log-ins, sortable by log-in name, number of attempts, date/time of attempt, and machine used Report on subsystem security violations

• Alerts; user-definable security violations, which generate an external message to predefined locations

• Systems should allow tiered access to information, based on passwords and other authentication and nonrepudiation practices. Role-based authentication and authorization must be a part of RMS

• Systems should apply appropriate edits to all entered data to ensure data integrity and maintain activity logs and audit trails

• RMS should include the ability for the user agency to define and maintain codes and associated literals (i.e., plain English translation) for as many data elements as possible.

The literals should be stored in the database, as appropriate

• Where available and applicable, RMS should use the authoritative code tables referenced in Global JXDM and NCIC

Data Management

• Record expungement and sealing

• Data redaction

• Data dictionary

• The system must be able to flag a record F

• Flag data elements within a record

• Delete a record

• The flag should indicate why the record or data element is restricted

Data Redaction

• Redaction is the process of editing report information to filter sensitive or confidential information before the report is released to the public or for general use outside the department

Data Dictionary

• RMS must provide a capability to display and/or print the database structures to allow the end user to access the database tables through third-party

• The data dictionary may contain the following information for each field description:

Field name (e.g., external representation)

• Database column name (e.g., internal representation) Data type (e.g., numeric, alpha, or date) Field size Field format (i.e., output format)

• Edit or validation criteria

• Associated code table Default value Description

RMS Configuration

• Some parameters of RMS should be configurable by the system administrator. For example, the system administrator should be able to modify the system variables, such as agency and chief’s name, Originating Agency Identifier (ORI), address, and phone number. Changes to parameters, such as juvenile default age.

• The system administrator also must have the ability to define the conditions under which an alert or notification is issued

• Any configuration changes that could affect system integrity must be properly flagged with adequate warning to prevent inadvertent damage to the system

Server Requirements

• On premises server

Desired

• Mobile Ticketing capability

• Bluetooth Printer Compatible (to print electronic tickets)

• Ability to upload body worn camera footage and attach the footage to the report

• Central storage location for body worn camera footage so footage can be easily accessed and downloaded and attached to a report

• Ability to store Taser information (ie…taser deployment, date and time)

• Central location to store Taser information where it can be retrieved and attached to a report if needed

• Ability to access multiple systems from a single RMS workstation

• Citation sent to RMS and have the ability to send copy to outside offices

• Vehicle Fleet Management System – Connection with GSA Telematics system

• Uniform Crime Reporting or the Law Enforcement National Data Exchange (N-DEX)

• Capability to integrate the RMS with the FBI Integrated Automated Fingerprint

Identification System (IAFIS). The IAFIS consists of:

• The Automated Fingerprint Identification System (AFIS)

• The Identification Tasking and Networking (ITN)

• The Electronic Fingerprint Converter (EFCON)

• The IAFIS Data Warehouse (IDWH)

• Ability to access the Interstate Identification Index (III) AKA “FBI Triple I Teletype”

• Suspicious Activity check box

• Suspicious vehicle check box

• Photos can be uploaded into RMS Master Property Index via the MDT

• Activity analysis by day of week

• Activity analysis by hour of day

• Activity analysis by day and hour

• Response time analysis by specified geographical area and time period (e.g., receipt of call, dispatch time, on-scene time, and time call cleared)

• Response time analysis by call type

• Time consumed by call type by hour of day

• Workload activity by resource assigned

• Workload activity by group assigned

• Time consumed by day of the week and hour of the day

• Time consumed by specified geographical area and by time period

• Calls that should result in the creation of an incident report

• Warrants may be requested as defined in the Warrant module

Field Contact

• The data in the Field Contact module are available for analytical support (crime analysis)

• It also can be searched by investigators

• The module also should allow the officer to collect data on the demographics of the people involved in order to collect statistics for reporting on bias-based policing evaluations

• Field contact summary, based on varying search criteria

• Location and time

• General circumstances

• Names and descriptions of persons

• Identifying information on vehicles or other property

Personnel

• Pending certification and skill expiration

Analytical Support

• Tactical Analysis: Provides information to assist operations personnel in the identification of specific policing problems and the arrest of criminal offenders.

• Strategic Analysis: Provides information concerning long-range crime problems.

Strategic crime analysis provides information concerning crime rate variations and provides geographic, economic, social, and/or other types of general information to administrators.

• Administrative Analysis: Provides information to support administrative decisions related to resource allocation and to support budget requests and decisions.

• Forecasting Analysis: A combination of tactical, strategic, and administrative analysis;

merging multiple sets of data

• RMS should support the tools used by the analyst in this work

• In addition to being able to query and produce ad hoc reports on any number of indicators, analytical support also includes standardized reporting functionality. One example of a standardized report is crime statistics

• RMS must interface with analytical support tools, such as crime-mapping software and link-analysis, data mining, spatial, and temporal tools. The results of these analyses should be stored in RMS

• RMS should have a variety of reporting functions attached to their Analytical Support modules and allow presentation of information in a variety of formats, such as bar graphs, pie charts, and line graphs

• RMS should support the ability to aggregate data on the various indicators, such as:

o Current period vs. previous period o Current period vs. historical average o Percentage of total crimes for period by o Reporting Areas/beats/zones Teams/shifts o Percentage change from prior periods (i.e., trend) o Conduct crime distribution analysis based on a number of criteria, including:

▪ By area/beat or reporting district (i.e., ZIP codes)

▪ By time, date, and day of week

▪ Frequency of occurrence

▪ Citation Crime/incident report number

▪ Field interview data

▪ Search warrant data

▪ Vehicle information

▪ Type of offense (e.g., residential, auto, or business)

• The system also should include standardized reports, such as general offense activity, offense activity by day of week, and offense activity by beat. Every field of operational data in RMS (i.e., data entered by the user in any form, not configuration or system control data) should be analytical and be able to conduct a (Crime Analysis)

• Standard Functional Specifications for Law Enforcement Records Management Systems

(RMS) searchable, including narrative (e.g., text or memo) fields. This can be done by using query interfaces that are part of the application

• RMS should support a quality control process on incoming reports to ensure that data are correctly and completely entered

• RMS should contain complete data elements that relate to time, such as the day, time of day, week, date, month, and year. It also should include a locally determined and previously validated geographic reference

• RMS should support crime/suspect correlations to show a relationship between a suspect and an offense. The correlations may be made by using any number of selected criteria in which unique and distinguishing characteristics, physical identifiers, modus operandi, and various other common traits of offenders are known

Tactical Analysis

• Tactical analysis provides information to assist personnel in the identification of specific, immediate crime or disorder problems and the arrest of criminal offenders. Tactical analysis provides information to assist personnel (e.g., patrol and investigative officers) in preventing and disrupting criminal behavior, identifying specific and immediate crime problems, and arresting criminal offenders

Strategic Analysis

• Strategic analysis is primarily concerned with solutions to ongoing problems. It results in the ability to accomplish the agency mission more effectively and efficiently

Forecasting Analysis

• The purpose of forecasting analysis is to prevent crime by analyzing information collected in RMS and correlating it. Strategic analysis is primarily concerned with solutions to ongoing problems. It results in the ability to accomplish the agency mission more effectively and efficiently

• RMS should support the ability of the analyst to generate the Forecasting Analysis report.

The report’s format should be tailored to meet the particular requirements of the customers who receive the information, whether they are patrol, investigative, or administrative personnel

Administrative Analysis

• Administrative analysis develops long-range (e.g., quarterly, semiannually, or annually), strategic comparisons

• RMS should support the ability to generate statistical reports on all law enforcement activities within that agency, allocate costs to those activities, and track performance measures

RMS Reports

• Field interview reports

Nice to Have

• Integrated fingerprint system

• Capability to collect the necessary information to report to the National Incident Based

Reporting System (NIBRS)

• Ability to easily connect to NIBRS

• Ability to connect to National Instant Criminal Background Check System (NICS) access

Master Indices

When an inquiry is made on a vehicle, the system should return a list of all events in which the vehicle was involved

• Report for property can be entered in Mobile Data Terminal

Master Organization

• Able to search on a variety of data elements and obtain a listing of all records associated with that organization. Organizations may change location and name, but these changes should be tracked in RMS.

• Permit the linking of aliases to organizations

• Freedom of Information Act PDF (to be electronically completed in RMS). And printable

Calls for Service

• Computer aided dispatch. This function must be able to serve as the initial point of data entry for a CFS. The basic call data (e.g. initial call time, units dispatched, and call disposition) be available to facilitate the creation of an incident report.

• The data imported into the incident report can be modified, whether or not the call has been closed, to reflect the latest information known regarding the incident

• Basic call data transferred at the time an incident number is assigned or at the initial closing of the call.

• In the event that CFS data are transferred from CAD to RMS, RMS should receive the call number and associated incident number from the CAD system. If the call does not originate from a CAD system, this CFS module should be capable of generating or allowing manual entry of a sequential event number and an associated incident number to link CFS and incident records.

• An interface to the CAD system will be required to transfer the CFS data to RMS

• The CAD workload reports also should be available from the calls for service module.

• Daily log showing all calls received for the prior 24 hours from prior printing of the daily log

• Activity analysis by specified geographical area and time period CFS summary, by specified geographical area and time period

Call Data

• The call data are transferred to RMS when units are initially dispatched after an incident number is assigned or when the call is closed in CAD.

• If CFS information is retransferred from CAD, the most current data will replace the information previously transmitted.

• RMS tracks queries that were made in MULES and VCIN (who, when, why, what was queried)

Case Monitoring

• The arrest process is detailed in the Arrest module

Case Disposition

• Vehicle impound forfeiture report

Vehicle Impound

• The system should support the entry of all identifying information for all of these vehicle types

• Impound record for the reason behind the impoundment and information about the towed vehicle, including the VIN, description, license number, and the condition of the vehicle, as well as information about the car owner and driver

• General inventory is conducted to document items that may potentially be removed from the vehicle, including personal items, spare tires, gas caps, batteries, weapons, etc. This module should support a quick and easy way to capture that information

• If the vehicle has evidentiary value, it will be subject to the rules for chain of custody and should be protected and tracked by the system like other tangible evidence

• If additional evidence is found during the impoundment process, it can be processed as a stand-alone piece of evidence

Warrant Module

• Warrant module is designed to track warrants that the law enforcement agency will be serving and that include the physical location of the warrant

• Tracks and records any warrant-related activity or status changes.

• The documentation of each activity includes the type of activity, contact with the subject

(if any), the date of the activity, and the result of the activity

• The Warrant module should be able to create a warrant affidavit requesting that the court issue a warrant.

• Warrants issued

• Warrants served or cancelled

• Warrant summary based on varying search criteria

• Attempts to serve by date or date range

• Warrant aging report

• Warrant affidavit

• Once the warrant is served, the module is updated and the warrant is cancelled in appropriate warrant module

• Warrant system also must be updated to reflect that a warrant has been cancelled

Equipment and Asset Management

• Record the receipt of equipment

• Record the source of the equipment

• Track equipment check-in or checkout

• Management and tracking of equipment may be facilitated by the integration of bar-coding equipment

• The system should have the ability to store photographs of the equipment

• The Equipment and Asset Management module should generate reports to support the physical inventory and audits, which will assist in managing the repair, disposal, and maintenance of agency equipment

• Physical inventory report, based on varying search criteria (e.g., category, age, unit, and location) Physical inventory exception report Check-in/checkout log Equipment history

• The Equipment and Asset Management module will allow the capture of descriptive characteristics of the equipment, associated identifiers on the equipment, and any agency specific unique identifier, such as an inventory control number

• When equipment is checked out to a unit or authorized person, information about the checkout (e.g., individual receiving equipment, date and time of equipment checkout, and condition of equipment) is recorded for tracking purposes

• The return of equipment will include an evaluation of the condition of the item, performance of maintenance procedures, disposition of equipment deemed unfit for service, and the return of functional equipment

• This function of the system must be able to generate reports about the physical whereabouts of agency equipment. The physical inventory will result in the identification of missing equipment, as well as equipment recommended for repair, replacement, or disposal

• The system shall record information about equipment condition and maintenance. The information recorded in this module includes reason for repair, cost of repair, date of repair, maintenance location, date expected back in service, date returned to service, and date of next scheduled maintenance

• The system changes the equipment status but will not delete or remove historical records associated with that item

Personnel

• RMS should be able to draw on RMS data to identify potential personnel and organizational issues. The information includes biased-based policing, uses of force, vehicle pursuits, vehicle crashes, employee injuries, citation data, field contact reports, citizen complaints, and civil and criminal actions

• Management should be able to conduct analyses, as well as ad hoc reporting on these parameters. Management should have the ability to define thresholds on data elements of interest and be notified when certain values, either above or below the thresholds, have been reached

• The Personnel module tracks training history and the certification process. The certification process includes officer certification status; deadlines for maintaining certifications, including necessary hours of training, etc.; and student performance

Internal Affairs

• RMS will store all information related to the IA investigation

• Subjects, witnesses, and complainants are interviewed and that information, along with the facts of the case, is recorded in the Internal Affairs module

• RMS will store all information related to the IA investigation. Subjects, witnesses, and complainants are interviewed and that information, along with the facts of the case, is recorded in the Internal Affairs module. Security levels within the Internal Affairs module will limit the availability of information accessible through other RMS modules and indices. An agency-designated recipient will receive an alert whenever a party to an investigation is the subject of a query or if any other RMS activity occurs regarding that party

• Uniform Crime Reports (UCR)/National Incident-Based Reporting System (NIBRS)

GEOFile (Dependent on CAD System)

• The geofile is used to validate and standardize location and address information. It also is used to cross-reference addresses and locations with law enforcement-defined reporting areas, X/Y/Z coordinates, ZIP codes, and other identifiers. The geofile contains sufficient information to ensure that an address is valid. Furthermore, it provides cross-references to addresses and locations using commonplace names (e.g., business names, parks, hospitals, and schools) and street aliases. It includes information such as direction of travel on particular streets and can identify the side of a street for a specific address. It is assumed that all addresses in RMS are validated using the system geofile

• The system needs to provide the ability for an agency to enter and update all geofile data, including the physical address and the X/Y/Z coordinates

• The system should support the creation and maintenance of the geofile using an available mapping/ Geographic Information System (GIS) database

• X/Y/Z or state plane geography coordinates, and name match rules

• GEOFile tied into RMS CAD system