Police Records Digitization System

The vendor is required to provide a comprehensive police records digitization and management system. 
- Department maintains thousands of paper-based records, including incident reports, arrest files, case notes, and supporting documents. 
- These physical records are becoming increasingly difficult to manage, access, and preserve. 
- A modern digitization and management solution is critical to enhance operational efficiency, public service, and legal compliance.
- Objectives
• Digitizes all existing paper records from the 1970s to the present.
• Enables searchable access by name and case number.
• Provides permission-based features such as deleting, editing, and adding legacy records.
• Offers full integration with law Trak rms.
• Supports pdf formats, printing, downloading, and emailing of records.
• Allow multi-user access with audit trails.
• Maintains criminal justice information services (CJIS) compliance for data security and handling.
- Requitement:
• Conduct a full inventory and assessment of current physical records.
• perform high-resolution scanning of all police records.
• Use optical character recognition (OCR) to make documents fully searchable.
• Provide a secure, cloud-based or on-premises storage solution with redundant backups.
• Design a user-friendly database interface with customizable access levels.
• Ensure audit logging for all access and edits to records.
• Train police department personnel on system use and management.
• Provide ongoing technical support, updates, and maintenance.
- System requirements
• Name and case number searchable database
• Permission-based delete and edit capabilities
• Ability to append documents to existing reports
• Integration with law Trak rms
• Printable, downloadable, and emailable pdf records
• Multi-user concurrent access
• Access logs and user tracking
• Compliance with CJIS standards
• Secure data encryption and user authentication.
- The main documents for this RFP are not available on our website.