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Bureau of Justice AssistanceOffice of Justice Programs U.S. Department of JusticeNIJNational Institute of JusticeThe Research, Development, and Evaluation Agency of the U.S. Department of JusticeStandard Functional Specifications forLaw Enforcement RecordsManagement Systems(RMS)Developed by theLaw Enforcement Information TechnologyStandards Council (LEITSC)
Standard Functional Specifications forLaw Enforcement RecordsManagement Systems(RMS)Developed by theLaw Enforcement InformationTechnology Standards Council(LEITSC)Standard Functional Specifications for Law Enforcement Records Management Systems (RMS)
This document was prepared with the guidance, leadership, and funding of the Bureau of Justice Assistance, Office of JusticePrograms, U.S. Department of Justice, in collaboration with the Law Enforcement Information Technology Standards Council. Thisproject was supported by Grant No. 2003-MU-BX-0068, awarded by the Bureau of Justice Assistance.iiStandard Functional Specifications for Law Enforcement Records Management Systems (RMS)
AcknowledgementsLEITSC GovernanceLEITSC Functional Standards CommitteeLarry Boyd, ChairmanChief of PoliceIrving (TX) Police DepartmentPolice Executive Research Forum (PERF)Joe CassaBureau CommanderWheat Ridge (CO) Police DepartmentJoe AkersLEITSC Staff LiaisonNational Organization of Black Law EnforcementExecutives (NOBLE)Terry ChowanecLEITSC Staff LiaisonPERFTed Kamatchus, Vice ChairSheriffMarshall County (IA) Sheriff’s OfficeNational Sheriffs’ Association (NSA)Mark MarshallChief of PoliceSmithfield (VA) Police DepartmentInternational Association of Chiefs of Police (IACP)Mitchell Ray Davis, IIIChief of PoliceDixmoor (IL) Police DepartmentDebbie FoxInformation Technology AdministratorLouisville (KY) Metro Police DepartmentMichael HaslipChief of PoliceCity of Blaine (WA) Police DepartmentLinda HillConsultantIJIS InstituteJ. B. HopkinsDivision Commander/Jail AdministratorStory County (IA) Sheriff’s OfficeMorris RobersonU.S. Postal Service (Retired)NOBLEDina JonesCAD ManagerStory County (IA) Sheriff’s OfficeHeather RuzbasanLEITSC Project ManagerBruce KellingBask Enterprises, LLCManaging PrincipalG. Matthew SnyderLEITSC Staff LiaisonIACPFred WilsonLEITSC Staff LiaisonNSADaniel MurrayIT Management Section CommanderArlington County (VA) Police DepartmentStandard Functional Specifications for Law Enforcement Records Management Systems (RMS)iii
Beverly MuseTechnology ManagerCity of Chattanooga (TN)Morris RobersonPostal Inspector (Retired)U.S. Postal ServiceJim SlaterChief Information OfficerMassachusetts Executive Office of Public SafetyMark SteigemeierVice PresidentMotorolaDarrell TrueIT AdministratorWrentham (MA) Police DepartmentGary VestChief of PolicePowell (OH) Police DepartmentPaul WormeliExecutive DirectorIJIS InstituteAdvisors and Other Program ContactsWilliam Cade, Jr.Director, 911 Services and Communications OperationsCenterAssociation of Public Safety Communications OfficialsJoe EsteyChief of PoliceHartford (VT) Police DepartmentFormer LEITSC Governance MemberIACPJoe HeapsCommunications Technology Portfolio ManagerNational Institute of JusticeOffice of Justice ProgramsU.S. Department of JusticeDustin KooncePolicy AdvisorBureau of Justice AssistanceOffice of Justice ProgramsU.S. Department of JusticeivJ. Patrick McCrearyAssociate Deputy DirectorBureau of Justice AssistanceOffice of Justice ProgramsU.S. Department of JusticeHarlin McEwenChief of Police (Retired)Ithaca (NY) Police DepartmentDavid MulhollandLieutenantU.S. Park PoliceIACPJennifer ZeunikFormer LEITSC Project Manager (2002–2005)IACPProject ManagerHeather RuzbasanLEITSCInternational Association of Chiefs of Police515 North Washington StreetAlexandria, VA 22314(703) 836-6767, ext. 275ruzbasan@theiacp.orgwww.leitsc.orgSpecial Thanks to Our PartnersIJIS Institutewww.ijis.orgThis document is the result of an extraordinarycollaboration between many justice practitioners andindustry experts. Thank you all for your commitment, time,energy, and patience.Standard Functional Specifications for Law Enforcement Records Management Systems (RMS)
Table of ContentsAcknowledgements. iiiTable of Contents. vExecutive Summary: Records Management System. ixBusiness Function: General Requirements. 1Business Function: Master Indices. 32.1 Use Case Diagram. 32.2 Use Case: Master Name Index. 32.3 Use Case: Master Vehicle Index. 52.4 Use Case: Master Property Index. 52.5 Use Case: Master Location Index. 52.6 Use Case: Master Organization Index. 5Business Function: Calls for Service. 73.1 Use Case Diagram. 83.2 Use Case: Transfer CFS Data to RMS. 8Business Function: Incident Reporting. 94.1 Use Case Diagram. 94.2 Use Case: Prepare Initial Incident Report. 94.3 Use Case: Create Supplemental Report. 104.4 Use Case: Report Review. 11Business Function: Investigative Case Management. 135.1 Use Case Diagram. 135.2 Use Case: Assign Investigator. 135.3 Use Case: Case Monitoring. 145.4 Use Case: Conduct Investigation. 145.5 Use Case: Charging. 145.6 Use Case: Case Disposition. 15Business Function: Property and Evidence Management. 176.1 Use Case Diagram. 186.2 Use Case: Collect Property and Evidence. 186.3 Use Case: Vehicle Impound. 186.4 Use Case: Property and Evidence Storage. 196.5 Use Case: Property and Evidence Disposition. 19Standard Functional Specifications for Law Enforcement Records Management Systems (RMS)
Business Function: Warrant. 217.1 Use Case Diagram. 217.2 Use Case: Receive and Process Warrant. 217.3 Use Case: Verify Warrant. 217.4 Use Case: Warrant Service. 227.5 Use Case: Cancel Warrant. 22Business Function: Arrest. 238.1 Use Case Diagram. 238.2 Use Case: Arrest Subject. 238.3 Use Case: Arrest Warrant Service. 248.4 Use Case: DUI Arrest. 24Business Function: Booking. 259.1 Use Case Diagram. 259.2 Use Case: Process Subject. 259.3 Use Case: Verify Subject. 269.4 Use Case: Release. 26Business Function: Juvenile Contact. 2710.1 Use Case Diagram. 2710.2 Use Case: Juvenile Contact. 2710.3 Use Case: Juvenile Detention. 2810.4 Use Case: Juvenile Referral. 28Business Function: Traffic Accident Reporting. 2911.1 Use Case Diagram. 2911.2 Use Case: Accident Reporting. 29Business Function: Citation. 3112.1 Use Case Diagram. 3112.2 Use Case: Issue Citation. 31Business Function: Field Contact. 3313.1 Use Case Diagram. 3313.2 Use Case: Document Field Contact. 33Business Function: Pawn. 3514.1 Use Case Diagram. 3514.2 Use Case: Receive and Process Pawn Data. 3514.3 Use Case: Seize Pawn Property. 3514.4 Use Case: Analysis of Pawn Data. 3614.5 Use Case: Regional and State Pawn Reporting. 36Business Function: Civil Process. 3715.1 Use Case Diagram. 3715.2 Use Case: Serve Orders. 3715.3 Use Case: Seized Property. 3715.4 Use Case: Billing. 38Business Function: Protection Orders and Restraints. 3916.1 Use Case Diagram. 3916.2 Use Case: Protection Order and Restraint Recording. 39Business Function: Permits and Licenses. 4117.1 Use Case Diagram. 4117.2 Use Case: Application Processing. 4117.3 Use Case: Collection. 4117.4 Use Case: Background Investigation. 4117.5 Use Case: Suspension-Revocation. 42viStandard Functional Specifications for Law Enforcement Records Management Systems (RMS)
Business Function: Equipment and Asset Management. 4318.1 Use Case Diagram. 4318.2 Use Case: Equipment Receipt. 4318.3 Use Case: Equipment Issuance. 4318.4 Use Case: Equipment Checkout. 4318.5 Use Case: Equipment Check-In. 4418.6 Use Case: Physical Inventory/Audit. 4418.7 Use Case: Equipment Maintenance. 4418.8 Use Case: Equipment Disposal. 44Business Function: Fleet Management. 4519.1 Use Case Diagram . 4519.2 Use Case: Fleet Receipt. 4519.3 Use Case: Fleet Issuance. 4519.4 Use Case: Fuel Log. 4519.5 Use Case: Fleet Maintenance. 4619.6 Use Case: Damage Reporting. 4619.7 Use Case: Fleet Disposal. 46Business Function: Personnel. 4720.1 Use Case Diagram. 4720.2 Use Case: Operational Management. 4720.3 Use Case: Personnel Information. 4720.4 Use Case: Scheduling and Assignment. 4820.5 Use Case: Exceptions. 4820.6 Use Case: Duty Roster. 4820.7 Use Case: Training and Certification. 48Business Function: Internal Affairs. 5121.1 Use Case Diagram. 5121.2 Use Case: Conduct IA Investigation. 51Business Function: Analytical Support (Crime Analysis). 5322.1 Use Case Diagram. 5422.2 Use Case: Tactical Analysis. 5422.3 Use Case: Strategic Analysis. 5422.4 Use Case: Forecasting Analysis. 5422.5 Use Case: Administrative Analysis. 54Business Function: RMS Reports. 5723.1 Use Case Diagram. 5723.2 Use Case: Aggregate Reporting. 5723.3 Use Case: Standardized Reporting. 5723.4 Use Case: Ad Hoc Reporting. 57Business Function: RMS System Administration. 5924.1 Use Case Diagram . 5924.2 Use Case: Security. 5924.3 Use Case: RMS Table Maintenance. 5924.4 Use Case: Data Management. 6024.5 Use Case: Geofile Maintenance. 6124.6 Use Case: RMS Configuration. 61Business Function: RMS Interfaces. 6325.1 Use Case Diagram . 6325.2 Use Case: CAD Interfaces. 6325.3 Use Case: Local/Regional Interfaces. 6325.4 Use Case: State/Federal Interfaces. 63Conclusion. 65Standard Functional Specifications for Law Enforcement Records Management Systems (RMS)vii
Executive Summary:Records Management SystemHistoryThe Law Enforcement Information Technology StandardsCouncil (LEITSC) was created in 2002 with funding (GrantNumber 2002-LD-BX-0002) from the U.S. Departmentof Justice, Bureau of Justice Assistance, and continuedin 2003 with funding (Grant Number 2003-MU-BX-0068)through a collaborative effort between the Bureau ofJustice Assistance and the National Institute of Justice.LEITSC is currently funded under the Bureau of JusticeAssistance (Grant Number 2003-MU-BX-0068) andcontinues to work in cooperation with the National Instituteof Justice. LEITSC brings together representatives fromthe International Association of Chiefs of Police (IACP),National Sheriffs’ Association (NSA), National Organizationof Black Law Enforcement Executives (NOBLE), andPolice Executive Research Forum (PERF) to address lawenforcement information technology standards issues.The mission of the group is to foster the growth ofstrategic planning and implementation of integrated justicesystems through the development and implementationof information technology standards. With guidance andleadership from BJA, LEITSC involves law enforcementpartners to speak with a clear and consistent voice inshaping the course of crucial developments in informationsharing.The national initiatives include the Law EnforcementInformation Sharing Program (LEISP), Law EnforcementNational Data Exchange (N-DEx), and Law EnforcementRegional Data Exchange (R-DEx).As law enforcement agencies move toward theprocurement of computer aided dispatch (CAD) and lawenforcement Records Management Systems (RMS), itis vital to recognize and consider the Law EnforcementInformation Sharing Program (LEISP) developed by theU.S. Department of Justice (DOJ). The LEISP is designedto promote information sharing among all levels of the lawenforcement community and to guide the investment ofresources in information systems that will further this goal.The goals of LEISP are supported through the proliferationof the Global Justice Information Sharing Initiative (Global)Extensible Markup Language (XML) Data Model (GlobalJXDM). For additional information on the Global JXDM,visit www.it.ojp.gov. The Global JXDM is an XML standarddesigned specifically for justice information exchanges.It provides law enforcement, public safety agencies,prosecutors, public defenders, and the judicial branchwith a tool to effectively share data and information in atimely manner. There are several ongoing DOJ initiativesincorporated into the LEISP.One program currently being developed jointly betweenthe Federal Bureau of Investigation (FBI) and state andlocal law enforcement is the Law Enforcement NationalData Exchange (N-DEx) System. A second program—theLaw Enforcement Regional Data Exchange (R-DEx) System—has been developed and implemented by theFBI. Both programs are new law enforcement informationsharing systems based upon the above critical standards
Management Systems (RMS) Standard Functional Specifications for Developed by the Law Enforcement Information Technology Standards Council (LEITSC) Bureau of Justice Assistance Office of Justice Programs U.S. Department of Justice National Institute of Justice NIJ The Research, Development, and Evaluation Agency of the U.S. Department of Justice
