Development of a Comprehensive Digital Records Management System for Public Safety and Law Enforcement Agencies

The agency currently manages scattered, manual, and disparate records across multiple platforms, leading to inefficiencies, data inconsistencies, delays in incident reporting, and difficulties in compliance with state and federal reporting standards. Manual processes cause potential data loss and limit real-time insights vital for operational decision-making.

A regional law enforcement agency overseeing multiple jurisdictions seeking to improve incident reporting, case management, and inter-agency data sharing through an integrated digital platform.

• Develop a secure, scalable, web-based records management system that organizes, stores, and transmits law enforcement and public safety information.
• Ensure compliance with pertinent regulations such as NIBRS and UCR reporting standards.
• Automate submission of citations, crash reports, traffic stops, and other statutory reports to appropriate state systems without manual intervention.
• Integrate DMV data for identity verification and demographic information entry, reducing redundant data entry efforts.
• Create modules for Booking management, Jail cell management, Field Interviews, Photo Lineup, and other operational functionalities.
• Enable seamless integration with external systems such as Computer Aided Dispatch, NCIC/COLLECT, and Connecticut Information Sharing System (CISS) for automated early arrest reporting and data sharing.
• Implement advanced reporting and querying tools for comprehensive data analysis and decision support.
• Provide accessibility across multiple platforms including station terminals and mobile devices to enhance field and administrative workflows.

• Master Indices for individuals, vehicles, locations, properties, and organizations for efficient data retrieval
• Workflow management system to prevent missed or late incident and report submissions
• Incident reporting module integrated with CAD and NCIC/COLECT data sources
• Automatic submission of citations, crash reports, and traffic stop reports to state authorities
• Case and crash report management with automatic data validation and submission
• Booking and jail cell management with real-time updates
• Property and evidence tracking system
• Integration with external systems like CISS for early arrest reporting
• Warrant management and submission modules
• Field interview reporting and use of force documentation
• Photo lineup module for operational use
• Built-in templates for narrative reports and advanced search/query capabilities
• Interoperability with existing law enforcement infrastructure for seamless data sharing

• Computer Aided Dispatch (CAD) systems for incident integration
• NCIC/COLECT databases for national crime information
• Connecticut Information Sharing System (CISS) for arrest reporting
• State DMV databases for identity verification and demographics
• State reporting platforms for citations, crash reports, and traffic stops

• System scalability to handle increasing data volume and concurrent users
• High availability and reliability to ensure continuous operations
• Security features including role-based access control, data encryption, and audit logs
• Performance benchmarks ensuring report generation and data retrieval within acceptable timeframes
• Compliance with relevant law enforcement data standards and protocols

Implementation of the comprehensive digital records management system is anticipated to significantly improve operational efficiency, data accuracy, and reporting timeliness for public safety agencies. It will reduce manual data entry and reporting errors, enable real-time data access, and streamline inter-agency communication, ultimately supporting better public safety outcomes and regulatory compliance.