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Records Division Assessment

In: Computers and Technology

Submitted By msensabaugh1
Words 397
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RECORDS DIVISION ASSESSMENT
CJA/304
Melissa Lovin

The Records Division for my local and surrounding police departments have converted from a data entry port to a quality control emphasis with respect to police reports. This is due to our new PDAs, which use Data Driven as a field-reporting tool and Vision Air, our new Records Management System. The Records Division is responsible for manual filing of all case files of officers and for quality control of all TIBRS data into the department’s computer system. This includes all incident reports and arrest reports that will be submitted to the state for reporting. Traffic citations are tracked for City Court purposes and accountability for MTAS standards. Management of request for public information due to incident and accident reports are also part of the day-to-day activities, as well as city court management. The Records Division is responsible for the retention of all reports and citations utilized by all the local police departments in the tri-cities area. In 2009, my local police department began a process of being a paperless reporting agency through using PDA’s and a new records management system. Therefore, Records Division became a quality control process for review of Tennessee Incident Base Reporting System (TIBRS). In 2011, The Records Division processed 9,767 Criminal Incidents (which is an increase of 3.66%), and a total of 9,972 citations and warning citations (which is a 38.92 % decrease from 2010).

The City Court Clerk and City Court Recorder are also important functions of the Records Division. During calendar year 2011, a total of $872,327.45 was collected through City Court. In 2011, revenues decreased by 18.02%. These monies were collected through the payment of traffic fines, Red flex Camera Enforcement Citations, parking fines, and code enforcement fines. Monies Collected through City Court/Records Division decreased by approximately 23.48% in the year of 2010.
In conclusion, the technology that is integrated in the division communication practices is basically using paper and paperless, even though there is a paper trail for everything, it is much easier for the officers to get the information to the records division. So in a sense, it does not make sense for anyone to go paperless, because if for some reason you lose information than you have to back track with the records that are on hand.…...

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