In This Issue June 2017
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Case management means 2 different things to investigators and to records personnel.  How reports are classified and managed, status-wise, is important for Records.  The UCR/NIBRS program states reports should be classified as "they become known to law enforcement".  Understand this important concept by reading this article.

 
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Case studies
More Records News

SC significantly changes public records laws (and we teach a webinar on this!)

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Managing Police Records
 
 
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How Many Steps Do Your Reports Go Through?
Workflow is Everything

As you're reading this, pause for a minute and think about how many people and/or steps reports go through in your agency's review and approval process. For the sake of this example, I'm talking about incident reports. If you count more than 3, there's a problem.  Too many steps can occur in patrol and/or records.

There are agencies which send police reports to a sergeant, lieutenant, captain, and then to records where it goes through yet several more steps until it gets approved.  Not good. 

With the transition to NIBRS on the horizon for ALL agencies, the continuing backlogs in police records making the news, and the increase in agencies replacing their records management systems (RMS), now is the time to evaluate whether your workflows and business processes make sense. 

Records units often take what should be a 3 step process and turn it into 6. This inefficiency is what causes long report approval times, frustrated citizens who need copies of their reports and a backlogged system overall.  Click on the below chart to see examples of a troublesome workflow and one that is nice and short.

Turn-arournd Time 

 

Report turnaround time, defined as the time between the officer writing the report and it getting approved by Records, should be no more than 1-2 days on average.  Yes, that's right. And it's very possible...when your workflows, report correction process and policy are all built in a manner to make it happen.  We teach you how in our training seminars.

 

I've seen agencies with average turn-around times of 2-3 weeks and, all the way up to 6 months.  And no, 5-7 days is not good.  These are the agencies who have created an overly cumbersome process, usually as a result of one, or a combination of, several factors including:

 

  • Bargaining agreements which have created positions and titles only to the benefit of the employees without concern for process and efficiency.
  • Overly cautious report review procedure stemming from a mistake in the past.
  • Inattentiveness to business process best practices.

Whatever the reason, workflow is important.  Changing it can be hard.  It's but just one of the things we do...and do really well.  Learn how.

 

Cheers,

 

Ed
NEW Public Records and NIBRS Training Online
WEBINARS

LIVE WEBINAR: Public Records for Florida Law Enforcement
July 19th, 10am
$79/person (with personalized certificate of completion, course materials, Q&A)

Learn about Florida's new laws including body-worn camera records, the new anti "gotcha" lawsuit procedures, the difference between "discovery" and public records requests and redacting requirements. Find out what records can and cannot be released, what "reasonable" is considered, necessary procedures to follow when responding to requests for records, how much you can charge and what citizens are allowed to do when it comes to getting records.  Get the information you need to keep your agency in compliance.

After this training, you'll be able to navigate the nuances of records exemptions, confidential records, fees, format and timing requirements.
  • Body-worn camera video
  • Redacting
  • The new anti "gotcha" lawsuit procedures
  • Incident reports
  • Arrest reports
  • Accident reports/citations
  • Personnel records
  • Admin records
  • Confidential information
  • Active criminal investigation information records

(If you want to also learn about developing retention schedules, going digital and when records can be destroyed, attend the Managing Police Records course.)
LIVE WEBINAR: Transitioning to NIBRS
 June 13th and July 18th
$79/person (with personalized certificate of completion, reference materials, Q&A)

The FBI has announced that all agencies will be reporting crime data via the NIBRS program by 2021. Learn about what is required to make a successful transition. We have a 4 step model to ensure success from start to finish- planning all the way through to certification.
  • Learn how NIBRS counts crime, what crimes are counted and how to achieve compliance
  • Report writing changes
  • Converting data
  • Testing accuracy
  • Training requirements
  • Certification procedure
  • Marketing and education for your constituency 
"I had the pleasure of attending your webinar yesterday on converting to NIBRS. It was excellent."

"The webinar was very informative and well put together.  It was very easy to take in."
Manatee Sheriff's Office

"I have attended many seminars and training classes over the last 20 years in law enforcement; I have to say with certainty, yours was simply amazing. You are very informed about the topic you teach. VERY informed."
Pleasant Hill PD

"I just recently attended one of your classes in Salina KS, which was one of the best classes I have ever attended by the way.  You spoke about a correction list that you would send to us if we emailed you.  Would you mind forwarding that to me?"
Norman, OK PD

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  • IT systems project management
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  • Retention schedules/records destruction
  • Document imaging
  • Business process re-engineering
  • Digital records management