THE RECORDS ROOM PRI
Public safety's records management & technology news 

Brought to you by:                  www.policerecordsmanagement.com                 January 2014
 
Law Enforcement Records Tech News & Commentary
    
 
Stay informed and connect with us...

UCR Redevelopment Project
 
See the FBI's webpage describing the new changes to the UCR program here.

 

NOTE: the National Academies is conducting a long-term study on modernizing the nation's crime statistics.  Read about this important project here.

 

 
PRI Hall of Fame
PRI Management Group wants to recognize those agencies and individuals we have worked with who have stood out as truly dedicated professionals and who have helped PRI to succeed as we enter our 8th year in business with 337 client agencies and 3627 Records Room followers!  Thank you for your work and support!!!
.
Largo FL Police: Vivian Caphart who supported us from the beginning.
.
Milwaukee Police: Inspector Wiliam Jessup and Lt. Shannon Seymer-Tabaska; true professionals.
.
Miami Gardens Police: Major Alfred Lewers; a loyal friend and client.
.
Zachary LA Police: Amber Guidry who is truly dedicated to the profession.
.
New Braunfels TX Police: Capt. John McDonald for real patience and professionalism!
Fellowship of Christian Peace Officers
 
The Fellowship of Christian Peace Officers (FCPO) is a national ministry comprised of Christian men and women from all areas of the criminal justice system  Consider joining this great organization.
About Us
We provide professional public safety information management consulting and training services in the fields of IT, UCR/NIBRS, and records management. 

P.O. Box 142151
Coral Gables, FL.
  
305.460.0096
Keeping your agency out of the headlines... 

Hello everyone. Happy New Year!

 

Police agencies are continuing to be challenged in the way they manage information by activists, media and sometimes even their own employees.  

 

As many of you who have been to my training or worked with me on a project know, I am an ardent advocate for the proper management of public safety information as well as those who work in this field.  At every opportunity, I continue to work towards conveying to our profession's leaders the importance of ensuring adequate resources (and pay) are allocated to "records"; the agencies that have been in hot water for mishandling information could have, in most cases, avoided the situation. 

SeminarThere are many organizations and individuals who advocate for different but similar areas of public safety such as communications.  The folks who do the job of managing that kind of information are special people indeed who deserve every cent they earn (and much more). And they are represented well through groups like APCO.

But "Records" isn't just records anymore and it too needs to be paid much attention to. The modern day police records unit serves as the gateway to an agency's documentation and data, and it is inextricably tied  to the communications function as well as the IT function. It is responsible for ensuring the agency is producing, releasing, and maintaining reports and data which are accurate, error free, well written, and compliant with the mandates of public records law, retention schedules, UCR standards and sound records management practices.
 
It is also the responsibility of police officers and supervisors to ensure that what the records unit receives from them is accurate, error free, well written and legally compliant. This shared responsibility is the foundation of efficiency and mutual respect, which when combined with the effective use of technology provides for a proficient information management program- something every organization should have in place- a program which should extend well beyond the records unit.
 
When it comes to producing information pursuant to public requests as well as to disposing of information according to the law, it is imperative to remember that official agency information (public records etc.) can reside in multiple places across the agency. Information contained in reports, citations, calls for service data and more, is typically present in RMS, CAD, mobile computers, back-up servers and tapes, duplicate copies and sometimes even on the local drives of individual employees and now, Facebook. Regardless of where the information is, if it has to do with official agency business then it has to be managed as such according to the law.
 
This requires input and oversight from representatives in every component of the agency. It's not just "records" job anymore. The proper creation, collection, processing, maintenance, dissemination and disposition of information is a responsibility of, well, everyone.  We all play a part and when any one of those cogs in the wheel is broken, the consequences can be far reaching including media coverage such as this:
 
Stories in the news resulting from mismanagement of information:

This document has a listing of apps available for capturing and managing social media content that can be used by federal, state and local agencies. Remember to check with your state's electronic records management guidelines regarding specific policy.

 

Regards,

 

Ed Claughton

PRI Management Group

 Announcements  

Washington Public Records Laws in the News
OLYMPIA -- Ask enough experts and they'll agree that if abuses of Washington's public records law are costing cities, counties, schools and special districts bundles of money then something should be done. Researchers at the renowned William D. Ruckelshaus Center did do the asking but didn't get conclusive data about problems. See the article here

 

PERF Releases Report on Police Use of Social Media  

PERF and the Office of Community Oriented Policing Services have released "Social Media and Tactical Considerations for Law Enforcement," a 54-page report that explores the ways in which police are using social media. Many departments are using social media such as Facebook and Twitter to disseminate information to the public about crime issues and police activities. The report also provides information about the use of social media for other purposes, including preventing, responding to, and investigating crimes, riots, and "flash mob" situations. See the report here.

   

Police, sheriff's office unify reports in Erie County

Erie County-based police and fire departments can keep their distinct uniforms, vehicles and patches. But a local law enforcement breakthrough aims to conform the way each agency produces and archives records.  See the article here.   

 

 Police Records Training Seminars...sign up today.   

 Classes fill quickly.

Building a Model Police Records Unit
A 2 day class for all police records personnel. $375 

The only one of its kind, this two day course was developed by current law enforcement personnel and has received excellent reviews. Learn how to minimize liability, improve performance, empower the records function, build professionalism, and increase customer service. Designed for records managers, clerks and supervisors, this course teaches you how to run the records unit as if it were a business: efficiently, legally and customer focused. Learn practical techniques that will improve the operations of this critical support component.

  • Develop a records management plan
  • Gain compliance with UCR standards
  • Developing efficient report correction workflows
  • How to legally correct reports after the fact
  • Disposing of records legally and efficiently
  • Reviewing and approving reports
  • Developing a report writing manual
  • Developing a records unit manual
  • Developing performance and accountability standards
   Many new locations in 2014...California, North Dakota, Louisiana, Florida, Illinois, North Carolina, Texas...
 
_____________________________________________________

Managing Police Records   
All you need to know about the release and retention of public info. $195 

This class provides the information you need to ensure your agency is in compliance with public records law. Do your personnel understand what information can really be released and when it should be destroyed? Learn how long to keep records, in what format, and what the requirements are for managing information:

  • What can be released to the public and when 
  • Keeping track of what was destroyed and when
  • What records are permanent?
  • Records retention schedules and procedures
  • Police reports, email, financial records, supporting documentation, and more.
Many new locations in 2014...California, North Dakota, Louisiana, Florida, Illinois, North Carolina, Texas...
 

____________________________________________ 


Our classes are consistently
rated as "excellent" by attendees.

Read actual course reviews here

Attendees receive an electronic workshop manual, certificate, and great training that is hard to find.