Records Management

Just as with RIMS CAD, RIMS RMS is also a powerful, robust, and one of the most comprehensive records management systems on the market. Yet, it is so easy to learn and use.

RIMS RMS makes demanding tasks easier with its highly-optimized methodology, while at the exact moment extending transparent and often automatic access to records information. Line staff and management have detailed data on patrol activity and other vital records.

RIMS Law Enforcement Records Management System is the most effective way to organize, track, and access the vast amount of information flowing into your agency daily. As data is entered into the system, it is automatically propagated to the master files – no matter where it is entered, even from CAD… true, seamless integration.

RIMS was designed to be powerful as well as easy. Its power lies in how simple and logical it is to use.

RIMS Records Management Features

  • People Records
  • Vehicle Records
  • Evidence and Property Records
    • Property Log
    • Pawned Property Tracking
  • Case Management
    • Main Case Report
    • Case Report Approval and Review
    • Case Report Routing
    • Case Report Kickbacks
    • Use of Force Reporting
    • Follow-up Log
  • Case Report Investigations
    • Officers
    • Investigators
  • Integrated District/Prosecuting Attorney Case Log
  • Collision Reports
  • Warrants
    • Includes Warrant Follow-up Log
  • Citations
  • Civil Process
  • Subpoenas
    • Agency Officer Subpoenas
    • Citizen Subpoenas
  • Permit Tracking
    • General
    • Parking
    • Vehicle
  • Concealed Firearm Permits
  • Licensing
    • Pet
    • Bicycle
  • Incident Reference Documents
  • Special Skill Tracking
  • Mugshot & Digital Imaging
  • Search Warrants
  • Protection Orders
  • Asset Management
  • Missing Persons
  • BOLO People
  • BOLO Vehicles
  • Concealed Weapons Permits
  • Denied Firearm Purchase Tracking
  • Document Release Log
  • Coroner Log
  • Abandoned Vehicles Tracking
  • Stolen Vehicle Log
  • Arrest Log
  • Auditing
  • Daily Crime and Fire (Clery)
  • Court Dispositions
  • At-risk/Special Needs Persons
  • Public Records Requests
  • Offenders
    • Known/Violent Offenders
    • Sex Offenders
    • Narcotic Offenders
    • Parolees
    • Probationers
    • Gangs
    • Gang Offenders
    • Trespassers
    • Arsonists
    • PRCS (California)
    • Burglars
    • Thieves
    • Robbers
    • Vehicle Thieves
  • Auditing
PERSON RECORDS

The RIMS Person record automatically compiles all records and contact information into one location.
The Person File contains 13 screen pages of personal information and more than 150 data elements, including:

  • Biographical information
  • Employment information
  • Emergency contacts
  • Scars, marks, and tattoos, including photos
  • Mug-Shot Photos
  • Miscellaneous and Investigative Notes
    Officer safety information, including over 20 warning and alert flags
  • Historical contacts
  • Aliases.  Each person can have an unlimited number of aliases. With RIMS, aliases can include
    • Names or monikers
    • Dates of Birth
    • Social Security Numbers
    • Addresses
    • Source Information

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VEHICLE RECORDS

All vehicle information collected for CAD Incidents, Cases, Field Interviews, Vehicle Permits, Parking Permits and Citations is automatically entered in the Vehicle database.

Easy lookup vehicle information using:

  • License number
  • Partial license number
  • Make and/model
  • Color
  •  Alias identifiers
  • Any combination of the above

Track stolen, recovered, and damaged information
Auto-association between Vehicles and People

Easily manage multiple license plate numbers for states issuing duplicate license numbers or license types.

AUTO-ASSOCIATE RECORDS
  • PERSONS
  • VEHICLES
  • LOCATIONS
  • PROPERTY

As CAD Incidents, Case Reports, Field Interviews, and other Person contacts are entered, RIMS automatically builds a file of Associated Persons and Associated Vehicles. These records include the date, connection type, nature of connection, and other information.

When you look up someone in RIMS, you can click on the Associated Persons tab to see a list of all the persons they’ve previously been associated with—an invaluable investigative tool!

CASE MANAGEMENT
At the heart of the RIMS Records Management System is the Case Report. The RIMS Case Report includes dates, times, locations, offenses, persons, vehicles, property, and collision report information, to name a few.  RIMS allows unlimited narrative text and supplements.

RIMS Records Management is a single point-of-entry system. For example, when you add a person to a “case,” the information shows up when you look at the “case,” it also shows up when anyone later looks up the person. It also adds a contact record for the person’s history and becomes immediately available.

RIMS Case Management features:

  • A Case Report log
  • A Case Report approval/review cycle
  • Locking Case Reports after approval
  • Restricted access to Case Reports
  • Auditing Case changes including :
    • All views of the Case
    • Any additions, changes, and deletions
  • 16 ways to print a Case Report
  • Case kickbacks
  • Division assignment
  • Case confidentiality by Agency
CASE ELEMENTS
  • NIBRS Checklist
    Case Photographs/Digital Imaging
  • Use of Force Tracking
  • Collision Report Entry
  • California 555 Accident Report Entry
  • Case Report Notes
  • Case-specific scenes for tracking evidence and property
  • Integrated CAD Information
  • Solvability Factors
  • Special Circumstances
  • Integrated DA Case Tracking
  • Evidence and Property Tracking
  • Narrative and Supplementals
  • Social Media Networking Analysis

CASE PERSONS

Agencies can define connection types within a case report. Commonly included connection types include:

  • Reporting Party
  • Reporting Party/Victim
  • Suspect
  • Arrested Suspects
  • Driver
  • Passenger
  • Mentioned
  • Confidential Informant
  • Owner
  • And more!
EVIDENCE AND PROPERTY

RIMS RMS allows you to maintain a full chain-of-custody record of all found/recovered/seized property and property held as evidence. The property log tracks items in and out of the system and in and out of the property room. And, with a separate database explicitly designed for pawned property, RIMS makes tracking and logging these items easy. 

Additional key features to the Property section of the Case include:

  • Associating evidence/property to a specific offense
  • Associating evidence/property to a specific owner and Associated Persons
  • Associating evidence/property to specific ‘scenes’
  • Firearm tracking
  • Evidence and Property Dispositions
    • Final Disposition
    • Lab Disposition
    • Court Disposition
  • Dates for tracking purging, auction, and destruction
  • Photographs

CASE INVESTIGATION

RIMS makes it easy to track case reports under investigation seamlessly. Case Investigation functions include:

  • Case Report Investigation Summary
  • Case Report Investigation Status Log
  • Follow-up Assignment and Tracking
  • Associated Case Reports
  • Case Report Connections
  • Case Investigation Activity by Detective or Officer
  • Cases Past Follow-up Date
  • Cases at the Prosecuting Attorney’s Office
INTEGRATED MUGSHOT/DIGITAL IMAGING

With RIMS, Mugshot/Digital Imaging is integrated directly into all our applications, so you can easily keep a visual record in the myriad ways imaging is useful. 

Photo lineups are easily created given specific search criteria and can be saved directly to a case.

Cropping, enlarging, and uploading multiple photos simultaneously are key to our system.  Pictures can be taken with any digital camera and transferred into RIMS, or you can directly import photos with a connected device.  You can also use your database of mugshots to create digital mug books filtered for the description of the person being sought.

Combined with Mobile RIMS, you’ll see immediately how beneficial it is to have immediate access to photos.  Additionally, iRIMS users can view, take, and upload photos… from a smartphone or tablet.  Or, use it in conjunction with InCustody to create a photographic record of all inmates.  The possibilities are endless.

Person photos are displayed with the RIMS master name record

  • Photo with printout of master name record and contact history
  • Multiple photos per person
  • Poster printout format
  • Line ups
  • Mug book

RIMS supports many other uses for digital imaging, including the following areas:

  • Vehicles
  • Evidence and Property
  • Premises/Buildings
  • Personnel Record Photos
  • Citations
  • Pets
  • Bicycles

When mug shots are created, photos are directly linked to the person’s master name record in the RIMS Records Management System.

STATISTICAL REPORTS

Any records system is only as good as the management reports it produces. RIMS produces almost 80 canned Reports, and all required NIBRS reports. In addition, RIMS records management includes the CLERY report for universities, the California Arrest and Citation Register, and more than 25 other statistical reports that track:

  • NIBRS Submission Reports
  • Arrest & citation reports
  • Crime summary by offense
  • Domestic violence report
  • Monthly hate crime report
  • Use-of-Force
  • Clery report
WARRANTS

RIMS stores local warrants, and warrants from outside agencies, that are to be served locally. Personal information entered into Warrants is also added to the Person File and automatically flags the Person’s file.

CITATIONS

As citations are issued, RIMS stores the citation information, as well as information about the associated person and vehicle in RMS. This data is automatically entered into the Person and Vehicle files.

CIVIL PROCESS

Track the different types of civil processes your agency serves.

  • Agency-defined civil process types
  • Subpoenas
  • Officer Subpoenas
  • Civil process by Court
  • Civil process by Plaintiff
  • Civil process by Defendant
  • Attempted service history
  • Return information
  • Attachments
OFFENDER FILES

Easily track various Offender types and other groups of special interests, such as missing persons and BOLOs.

  • Known Offender
  • Convicted Felon
  • Sex Offender
  • Narcotics Offender
  • Parolee
  • Probationer
  • Arsonist
  • Gang and Gang Offender
  • Trespasser
RIMS REPORTS AND SEARCH

Collecting, compiling and finalizing statistical information can time-consuming and painful, not with RIMS.

Within SECONDS, RIMS Reports and Search can help keep you on top of your agency’s administrative functions with less paperwork and more efficiency.
See how we can help you lead your agency using data collected in any application.

AUDITING

Integrated within RIMS is a system Audit tracking changes to records.  Users can quickly view the following items:

  • Date and time the record was accessed and/or changed
  • Who accessed and/or modified the record
  • A detailed description of the modification
  • The workstation that the modification was made from 
  • Viewing, adding, modifying, and printing of records