Internal Affairs Records Management Solution

The vendor is required to provide an internal affairs records management technology platform for about 10 years.
- The solution must be able to allow for the submission of all pertinent reporting documentation as well as any collateral documentation (i.e. photographs, pdfs, videos, etc.).
- The ability to capture specific types and forms of data including case number, case timeline, and nature of complaints, involved parties as well as other data specified in the requirements.
- An implementation plan, a data conversion plan for existing and historical cases, and any proposed or available interfaces, such as a records management platform.
- System administrators must be able to segregate access across and within divisions of the department
- Case management – the ability to quickly and easily identify
• The timeline from beginning to end of the case, to include: status, assignment and deadlines of all cases through built in calendar reminders 
• Identifying the nature of the complaint as an alleged violation of policy, law, integrity, use of force.
- Involved parties –the ability to capture all identifiers of all parties, both persons and entities, involved in any aspect of the investigatory process, roles in which they were involved, assignment and id number of division member(s) at the time of the incident
- The ability for division members to submit through the software all pertinent reporting documentation related to internal administrative inquiries, pursuits and use of force.
- Any type of collateral documentation in any format to be linked to the incident under investigation or review, i.e.: photographs, pdfs, videos, etc.
- This includes an established early warning system, reports that assist in identifying trends and analysis of both use of force and pursuits.
- The software should have the ability to link to external sources for evidentiary materials with SSO such as our body camera, RMS, and electronic evidence storage solutions.
- User logs that record specific information pertaining to cases created, viewed, deleted or changed and the changes made.
- Routing of necessary reports and responses to inquiries through a hierarchal chain.
- Ability to assign different case numbers for internal professional standards unit cases versus compliance unit case numbers.
- Chain of custody style access logs for all cases, changes to cases, viewing of case information, etc.
- Full search capabilities across all key fields (division member, incident type, case number, date, allegation, disposition, discipline, etc.)
- Notification emails, SMS texts, etc. for pending work and reminders
- The software shall come stocked with canned reporting capabilities.
- It shall also have the ability to configure customizable reports based on data collected within the database.
- Contract Period/Term: 2 years
- Vendor Conference Date: July 21, 2025
- Pre-Proposal Conference Date: July 23, 2025
- Questions/Inquires Deadline: August 8, 2025