Records Management Software

The vendor is required to provide a robust records management software (RMS) solution that improves operational efficiency for bylaw enforcement officers and ensures compliance with legal and regulatory standards.
1 Incident reporting and case management
• Incident reporting: capture detailed narratives, witness statements, and evidence with support for attachments (e.g., photos, documents, audio).
• Case management: end-to-end case lifecycle management including task assignment, progress tracking, and deadline monitoring.
• Incident categorization: support for multi-level categorization and the ability to assign multiple incidents to a single file.
• Custom fields: create and modify custom fields (e.g., license plates, phone numbers, addresses).
• Role-based access: role-based permissions for file creation, closure, and sharing.
2 Mobile and field operations
• Mobile access: full functionality on mobile devices, tablets, and MDTs.
• GPS/AVL integration: real-time location tracking of officers and assets.
• License/id scanning: scan and auto-import data from licenses and ids to pre-fill forms.
• Direct messaging: secure in-system messaging between officers and clerks.
3 Dispatch and scheduling
• dispatch integration: seamless integration with hexagon cad and dispatch tools.
• Automatic dispatching: GPS-based dispatch allocation based on officer availability.
• Call queuing: prioritized queuing of incoming calls and incident logs.
4 Evidence and audit management
• Evidence tracking: manage physical and digital evidence with full chain-of-custody.
• Audit trails: comprehensive logs of all system activity for accountability.
5 Public interaction and online services
• Public interaction records: log and manage complaints, inquiries, and community engagement.
• Online portal: support for complaint registration, offence payments, and bylaw dispute adjudication.
• Dedicated non-emergency call service integration.
6 Workflow automation and notifications
• Automated workflows: streamlined approvals, assignments, and notifications.
• Alerts and reminders: automated alerts for court dates, deadlines, and critical tasks.
7 Mapping and geospatial tools
• GIS integration: integration with Esri municipal GIS systems and geospatial mapping tools.
• Map visualization: view incidents and cases on a map with filtering by priority and type.
8 reporting and analytics
• dashboards: customizable dashboards for KPIs and frequently used metrics.
• statistical analysis: advanced reporting tools for strategic planning and resource allocation.
• report templates: pre-built and customizable templates for standard and ad hoc reports.
9 integration capabilities
• core systems: integration with tempest, Jira service tickets.
• Interagency sharing: secure data exchange with external law enforcement and municipal partners.
10 User experience and accessibility
• UI with conditional logic: dynamic forms that adapt based on user roles and incident types.
• Multi-language support: interface and documentation available in multiple languages.
• “Google-like” search: intuitive, fast, and comprehensive search functionality.
11 Personnel and asset management
• Staff management: maintain personnel records, emergency contacts, and certifications.
• Scheduling: daily shift login, scheduling, and time tracking.
• Asset tracking: manage and assign devices and other assets.
12 Enforcement and compliance
• Ticketing and notices: auto-generate and print enforcement documents from templates.
• Legal compliance: ensure adherence to municipal, provincial, and federal regulations.
13 Schedule
• Project start date: august 2025
• Go live: January 2026 or sooner.
- Contract Period/Term: 3 years
- Intent to Bid Due Date: Aug 7, 2025