The companion PowerPoint presentation for Chapter Eight (Agency Systems) for the book Police Technology.

1. Copyright Protected 2005: Hi Tech Criminal Justice, Raymond E. Foster
Police TechnologyPolice Technology
Chapter EightChapter Eight
Agency SystemsAgency Systems

2. Copyright Protected 2005: Hi Tech Criminal Justice, Raymo
Learning ObjectivesLearning Objectives
 The reasons good record keeping isThe reasons good record keeping is
critical to law enforcementcritical to law enforcement
 Operator security (right to know and needOperator security (right to know and need
to know).to know).
 Purpose ofPurpose of Record Management SystemsRecord Management Systems
(RMS), Jail Management Systems (JMS)(RMS), Jail Management Systems (JMS)
andand Evidence Management SystemsEvidence Management Systems
(EMS)(EMS)

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Learning ObjectivesLearning Objectives
 Impact ofImpact of Freedom of Information ActFreedom of Information Act
(FOIA)(FOIA) on police recordson police records

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Police RecordsPolice Records
Information retainedInformation retained
By police agenciesBy police agencies
runs the spectrumruns the spectrum
from crime reports tofrom crime reports to
Personnel records.Personnel records.
Information needs toInformation needs to
be:be:
 Readily availableReadily available
 Kept for a longKept for a long
timetime
 Held confidentiallyHeld confidentially

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Record Keeping SystemsRecord Keeping Systems
 Police agenciesPolice agencies
create a lot of paper –create a lot of paper –
automated recordautomated record
keeping systems arekeeping systems are
a combination ofa combination of
hardware, software,hardware, software,
policy and procedurepolicy and procedure

6. Copyright Protected 2005: Hi Tech Criminal Justice, Raymo
 First tierFirst tier manufacturers are large companies.manufacturers are large companies.
They are set up to product quality custom-They are set up to product quality custom-
designed software and hardwaredesigned software and hardware
configurations.configurations.
 Second tierSecond tier manufacturers may be largemanufacturers may be large
companies, but the products are off-the-companies, but the products are off-the-
shelf, not custom-designed.shelf, not custom-designed.
Record Keeping SystemsRecord Keeping Systems

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The result is:The result is:
 Many of these systems are incompatibleMany of these systems are incompatible
 Smaller agencies do not gain the expertiseSmaller agencies do not gain the expertise
that the larger agencies havethat the larger agencies have
 FragmentationFragmentation and its resulting effectsand its resulting effects
continues to growcontinues to grow
Record Keeping SystemsRecord Keeping Systems

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Criminal Justice vs. Police RecordsCriminal Justice vs. Police Records
IncludesIncludes everyevery piecepiece
of info gathered inof info gathered in
and used by theand used by the
criminal justicecriminal justice
system.system.
A fully integrated policeA fully integrated police
records managementrecords management
system is going to havesystem is going to have
access to all of theaccess to all of the
other recordsother records
maintained by differentmaintained by different
criminal justicecriminal justice
organizations.organizations.

9. Copyright Protected 2005: Hi Tech Criminal Justice, Raymo
Local Agency
Prison RecordsCourt Records
Probation Records
A few of the sources of informationA few of the sources of information
Police Officer
Other
Agencies
Vehicle Records
NCIC
Commercial
Records

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Local Agency
Prison RecordsCourt Records
Probation Records
Both Input and OutputBoth Input and Output
Police Officer
Other
Agencies
Vehicle Records
NCIC
Commercial
Records

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Information Security and AccuracyInformation Security and Accuracy
In law enforcement, when information isIn law enforcement, when information is
compromised, authorized users primarilycompromised, authorized users primarily
do itdo it intentionallyintentionally..
In other words, most
security breaches are as a
result of intentional acts,
not hackers, etc.

12. Copyright Protected 2005: Hi Tech Criminal Justice, Raymo
Information Security and AccuracyInformation Security and Accuracy
 Law enforcement personnel also have generalLaw enforcement personnel also have general
access to a wide variety of information aboutaccess to a wide variety of information about
the average person that isthe average person that is confidential andconfidential and
protected by lawprotected by law..
 Generally, information available to lawGenerally, information available to law
enforcement users is considered privilegedenforcement users is considered privileged
information (for official use only)information (for official use only)

13. Copyright Protected 2005: Hi Tech Criminal Justice, Raymo
Right to know vs. Need to knowRight to know vs. Need to know
Derived from theDerived from the
officer’sofficer’s
occupation.occupation. PolicePolice
officers have aofficers have a
right to knowright to know
certain privilegedcertain privileged
information.information.
Derived from theDerived from the
situationsituation. Does the. Does the
officer need toofficer need to
know thisknow this
information in orderinformation in order
to further his/herto further his/her
criminalcriminal
investigation?investigation?

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 Training people to realize theirTraining people to realize their ethicalethical
responsibilitiesresponsibilities with confidentialwith confidential
information.information.
 Having clear rules and regulationsHaving clear rules and regulations
concerning the field use of equipmentconcerning the field use of equipment
 Using passwordsUsing passwords
 Data logsData logs
 Different levels of accessDifferent levels of access
 AuthenticationAuthentication
First layer of protection . . .First layer of protection . . .

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Privacy IssuesPrivacy Issues
For example, the names of victimsFor example, the names of victims
sexual assault.sexual assault. Failure to protectFailure to protect thethe
victims’ privacy can result invictims’ privacy can result in civilcivil
litigation.litigation.

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For Law Enforcement Agencies:For Law Enforcement Agencies:
 Information about someone can beInformation about someone can be
considered their personal propertyconsidered their personal property
 Victims trust the agency will not reveal theVictims trust the agency will not reveal the
informationinformation
 If the information is reveals, it could causeIf the information is reveals, it could cause
the person to suffer (e.g., defamation)the person to suffer (e.g., defamation)
 Using a person’s likeness (photo) raisesUsing a person’s likeness (photo) raises
issues of ownershipissues of ownership

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 The times in which law enforcementThe times in which law enforcement
agencies are prevented from interceptingagencies are prevented from intercepting
communications by private citizenscommunications by private citizens
 Fulfill a citizen’s demand to know whatFulfill a citizen’s demand to know what
information the government has obtainedinformation the government has obtained
[Freedom of Information Act FOIA)][Freedom of Information Act FOIA)]
 Government take affirmative acts to informGovernment take affirmative acts to inform
people of information.people of information.
To Balance Public ConfidenceTo Balance Public Confidence

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Turning Data into InformationTurning Data into Information
IndexingIndexing
 Master file withMaster file with
cross-referencedcross-referenced
numbersnumbers
 Now done withNow done with
databases.databases.
 Evolved into. . .Evolved into. . .
Relational databasesRelational databases
 Foundation ofFoundation of
RecordsRecords
ManagementManagement
Systems (RMSSystems (RMS))
 Can be link toCan be link to
external sources ofexternal sources of
informationinformation

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Record Management SystemRecord Management System
 Several smaller systems (likeSeveral smaller systems (like
CAD and GIS)CAD and GIS)
 That exchange information withThat exchange information with
a master servera master server
 You may only ask questions of aYou may only ask questions of a
specific database within anspecific database within an
agencyagency

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Jail Management SystemJail Management System
 InformationInformation
containing:containing:
 Inmates statusInmates status
 PhotographsPhotographs
 FingerprintsFingerprints
 VisitationsVisitations
 Special needsSpecial needs
 Medical informationMedical information
 Security information –Security information –
like gang affiliationlike gang affiliation
Screen capture provided by Crimestar, Inc.

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Evidence Management SystemsEvidence Management Systems
 Documents chain ofDocuments chain of
custodycustody
 Assists in orderlyAssists in orderly
transfer of evidencetransfer of evidence
to labs and courtsto labs and courts
 Assists in the properAssists in the proper
storage of evidencestorage of evidence
Screen capture provided by Crimestar, Inc.

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Case Management SystemsCase Management Systems
 Assists detectivesAssists detectives
and detectiveand detective
supervisors in thesupervisors in the
assignment of casesassignment of cases
and coordinatingand coordinating
investigationsinvestigations Screen capture provided by Crimestar, Inc.

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Many different uses of police dataMany different uses of police data
Screen captures provided by Crimestar, Inc.

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Many different uses of police dataMany different uses of police data
Strategic Purposes:Strategic Purposes:
 DeploymentDeployment
 Crime AnalysisCrime Analysis
Two types ofTwo types of
inquiries:inquiries:
 ConditionalConditional
 Ad Hoc queryAd Hoc query

25. Copyright Protected 2005: Hi Tech Criminal Justice, Raymo
New mobile office systemsNew mobile office systems
The mobile OfficeThe mobile Office
consists of:consists of:
 VehicleVehicle
 Mobile Radio SystemMobile Radio System
 Mobile DataMobile Data
Computer (laptop inComputer (laptop in
vehicle)vehicle)

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New mobile office systemsNew mobile office systems
Allow officers toAllow officers to
access:access:
 MugshotsMugshots
 FingerprintsFingerprints
 GIS mapsGIS maps
 Aerial PhotographsAerial Photographs
Challenges:Challenges:
 BandwidthBandwidth
Photograph provided by Woodcrest Vehicles

27. Copyright Protected 2005: Hi Tech Criminal Justice, Raymo
New mobile office systemsNew mobile office systems
 Like a desk top PC,Like a desk top PC,
the Mobile Office hasthe Mobile Office has
a computer CPU,a computer CPU,
usually mounted inusually mounted in
the truckthe truck

28. Copyright Protected 2005: Hi Tech Criminal Justice, Raymo
Image ProcessingImage Processing
 DocumentsDocuments
 PhotographsPhotographs
 FingerprintsFingerprints
 Crime SceneCrime Scene
photographsphotographs
Can be:Can be:
 ScannedScanned
 DigitizedDigitized
 Stored in aStored in a
databasedatabase

29. Copyright Protected 2005: Hi Tech Criminal Justice, Raymond E. Foster
Police TechnologyPolice Technology
Go to theGo to the Student ResourcesStudent Resources page atpage at
www.hitechcj.comwww.hitechcj.com