Records Management System

The Vendor is required to provide records management system (RMS) designed for multi-jurisdictional use, real-time data access and sharing, evidence management, and report creation and management.
- Requirement:
•    Responsible for the entire RMS, including software, hardware, all components and parts, and maintenance support, unless otherwise agreed to in this contract.
•    The process to replace any aspect of the RMS that has failed. 
•    Complete end-to-end responsibility to ensure quality operational service as required for full system functionality.
•    Shall ensure the RMS is able to meet specific performance measures
•    Personnel to monitor performance prior to the full deployment of the rms.
- Functional requirements
1. Incident and case management
•    Handle complex criminal and administrative cases, including use of force and response to resistance incidents. 
•    Allow users to create, view, edit, and archive incident reports. 
•    Assign case numbers automatically. 
•    Track the status of cases (e.g., open, active, closed, suspended). 
•    Attach digital evidence (e.g., photos, documents, videos).
•    Record arrest details (e.g., charges, time/date, location). 
•    Manage warrants, including issuance, service, arrest, and returns.
•    Identify duplicate complaints or incidents to prevent separate investigators from creating duplicate cases on the same complaint.
2. Evidence and property management
•    Have an efficient evidence module supporting barcode or radio-frequency identification (RFID) to manage physical and electronic evidence, including collection, storage and security, chain of custody tracking, search and retrieval, inventory management and inspection, and reporting capabilities. 
•    Contain advanced multimedia support for body-worn camera footage and other digital evidence with tagging ability. 
•    Log collected evidence. 
•    Schedule evidence destruction or return. 
•    Capture or create crime scene video and sketches.
3. Field reporting and mobile access
•    Allow officers to write and submit reports in the field. 
•    Support offline capabilities, including interoperability and integration with third-party applications. 
•    Provide offline data capture and collection workflows with connected synchronization when network connectivity is unavailable to reduce the need for paper-based data collection and manual workflows. 
•    Provide voice-to-text or digital dictation support.
4. Data entry and management
•    Be designed to minimize redundant data entry. 
•    Have the ability to merge duplicate data entries (e.g., duplicate person). 
•    Provide data validation with built-in checks for errors during entry to ensure accuracy and reduce rework. 
•    Provide tools to redact sensitive details in a case before sharing. 
•    Provide secure data sharing with prosecutors and other agencies. 
•    Have the ability to load local offense and administrative offense into offense tables that are not included in state-provided offense datasets. 
•    Have the ability to expunge cases, people, and data upon order of a court. 
•    Have the ability to manage records retention schedules and delete data meeting retention requirements. 
•    Receive uploads of and provide downloads of files, data, or attachments that are compatible with widely used, non-proprietary industry standard formats, as agreed to by the office. 
•    Validate data entries based on parameters such as data type, range, and format, and not allow invalid data entry values.
•    Be capable of adding support for new data capture technologies.
5. Workflow, task management, and user interface
•    Support the processes required to maintain office and department document templates, image and store documents, and address archival requirements levied
•    Provide customizable workflows to fit agency-specific needs, such as streamlined workflows that enhance interagency collaboration and supervisor approval workflows. 
•    Contain supervisory management tools for tracking investigations, assigning tasks, managing case progress, approving cases, and tracking case status. 
•    Generate automated alerts and reminders for follow-up actions and notifications (e.g., flash notices, overdue tasks and workflow notifications, and generated emails). 
•    Provide alerts for case inactivity, evidence destruction, and other agency tasks. 
•    Support case reassignment and hand-off tracking.
•    Provide tools to redact sensitive details in a case before sharing. 
•    Have an intuitive interface that is user-friendly and minimizes training time. 
•    Support the ability to operate multiple modules simultaneously using multiple screens during a single login session. 
•    Provide a mechanism to schedule appointments leverage able by several business processes (e.g., schedule interviews after an incident within a mandated timeframe). 
•    Dynamically display menus, pages, data fields, and functionality based on the user’s authorized security roles. 
•    Trap error messages and display them in a user-friendly format. 
•    Clearly display mandatory fields on all screens. 
•    Allow multiple users to view the same record simultaneously
•    Prevent multiple users from simultaneously editing the same record. 
•    Provide the ability to redirect and display a friendly message if the RMS is not available during planned or unplanned interruptions. 
•    The message must be modifiable by an authorized office administrator.
•    Support printing (locally or over a network) documents, lists, calendars, reports, screens, or other information. 
•    Support integration with common Microsoft office 365 productivity tools, such as word and excel.
•    Include spellchecking ability on data fields. 
•    Allow users to manually and automatically save work in progress, based on configurable rules. 
•    Include optical character recognition technology for standard forms and documents. 
•    Have electronic templates to create, electronically sign, and email documents to internal and external partners. 
•    Provide an automated document workflow that allows users to complete, authorize, and sign documents. 
•    Support processes required to manage criminal and administrative cases.