Excellent interface, comprehensive search, and more features that define the best police records management
The average police force must secure, track, and store a truly massive amount of data. From incident reports, ticket information, evidence logs, subject records, and more, the job of policing is increasingly intertwined with data management.
A good police records management system is essential to maintaining proper standards and ensuring that the force’s data is accessible and useful. Records management systems help gather information in one place, allowing personnel across departments to access mission-critical data. More than that, a police records management system allows departments to coordinate across jurisdictional lines, sharing information to stop crime.
There is an increasingly bewildering array of options available for records management systems. But what makes a good police records management system, and what features should you look for? Here’s a look at the features and capabilities worth keeping in mind when looking at a police records management system.
Read our guide to business information management systems to find the practices, tools, and software you need to keep your business’ essential info accessible.
Interface
Any system will only work if people actually use it. Often, the key to encouraging users to participate in using a system is how user-friendly its interface is.
A good user interface puts the data officers need front and center, presenting information and options clearly, without a lot of clutter. Records management systems with a single interface can make training and onboarding easier, while a customizable interface can be a good option for departments with complex needs.
Ultimately, the best interface will be the one that will encourage the adoption and use of the system by department personnel. For departments just getting started with data management and automation, less is probably more.
Customizable data fields
Policing is a complicated job. No two incidents are exactly the same, and often, the kind of information that’s important from one incident can be completely different from the kind that’s important from another. Worse, inefficiencies in data collection could mean the important evidence isn’t accounted for, leading to missed opportunities.
A police records management system with customizable data fields allows personnel to adjust their reporting based on the situation and input the information that is relevant to a specific incident. This allows for more efficient data collection and more complete and more useful data.
Did You Know?:Our records management primer lays out the fundamentals for a practice that’s essential across industries and disciplines.
Comprehensive search capabilities
Often, no matter how well-designed a system may be, it is simply difficult to find what you’re looking for. According to IMT, a Des Plaines, Illinois-based identity solutions firm, crime analysts can spend up to 80% of their time gathering and analyzing data from within a records management system. A police records management system with robust search capabilities will allow personnel to quickly find what they’re looking for and get back on the job.
Even a great records management system is simply one tool in an officer’s arsenal. When it’s important to find mission-critical information, a great records management system will provide detailed search options and accurate returns.
Integration with other systems
Information stored in a data silo (or printed and posted on a wall) can severely limit the ability of personnel to actually protect the public. In today’s interconnected environment, sharing data back and forth between different jurisdictions and agencies is essential.
A good police records management system will ideally integrate with agency databases like the FBI’s National Incident-Based Reporting System (NIBRS) to allow for quick and easy submission of incident information and rapid retrieval of records from other agencies. In addition, a good records management system will ideally interface with other systems within your own department. A great records management system will perform all of the functions you need, but in the event you have legacy systems already in place, ensuring your systems can talk to one another is critical.
Computer-aided dispatch
Computer-aided dispatch (CAD) is the epitome of modern policing. CAD allows dispatchers and officers in the field to communicate quickly, share relevant data about incidents, and keep track of the locations of responding officers. CAD is to modern policing what the radio was to policing of the past.
A good police records management system will integrate with or come with built-in CAD software, allowing departments to augment their in-field technology with this potentially lifesaving technology. Fully integrating with a CAD solution allows officers to utilize this technology without creating an extra tool they have to manage, saving time and increasing efficiency.
Data security measures
It may seem counterintuitive to mention security in regard to policing, but data theft or misuse is one of the most prevalent types of security lapses when it comes to data storage. Employee misuse of data, natural disasters, and malicious software attacks can all lead to critical data loss, which can be costly and, in the case of police work, potentially hazardous for the public.
A good records management system will have robust security measures in place. Document redaction allows for editing certain portions of documents as they are input into the records management system, ensuring that sensitive information is not shared. Access control keeps unauthorized personnel out of sensitive data storage areas. And file encryption makes it harder for intruders to retrieve sensitive data.
Digitalized evidence management system
With the preponderance of cameras and microphones in the field, storage and sharing of digital evidence is a must for any law enforcement agency. A digitalized evidence management system allows for secure storage of digital evidence and sharing with other agencies, such as prosecutors.
Did You Know?:Is your agency dealing with some unusual records that need digitization? Read our guide on how to scan just about anything.
Advanced analytics
As with any large collection of data, it's important to be able to analyze how, as well as how effectively, the data in your records management system is being used. Data analytics provides an overview of what data your system contains, who is using it, and how.
This is important for ensuring that not only are the appropriate records being kept but in managing how personnel are inputting that data. Analytics can also provide insights into the types of incidents that are occurring, allowing for better training and preparation.
Ultimately, these are just suggestions for considering which police records management system is right for your agency.
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Built to purpose for the most demanding document handling jobs, fi and SP scanners are capable of processing tens-of-thousands of pages per day at the highest levels of accuracy. Their intuitive integration capabilities with all existing work suites minimize time-to-value for businesses looking to invest in tools that will pay dividends for years to come.
The fi-8170 was built to handle demanding workflows, with innovative feeding technologies that maximize quantity and quality while minimizing time-wasting re-scans. Its color LCD panel allows for easy operation from the front of the scanner, while USB 3.2 and ethernet wired network connections offer reliable integration into a variety of network environments. Click here to learn more or shop the rest of our production scanner line.
Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed attorney regarding your specific situation as regulations may be subject to change.
