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Computer Aided Dispatch (CAD) | Records Management System (RMS) | Mobile Data | Jail Management | 311Reports | PubliCam

RMS Features
Open Architecture
Multiple Levels Of Security
State Reporting Compliant
Modular Design
Interfaces Available
Enhanced Booking
Record Sealing & Expungement
Online Case Approval
Image Attachment

RMS Functionality
RMS Primary Functionality
Master Indices
Primary Modules
Additional Modules

RMS Primary Functionality

Part of what makes RMS special is the fact that many of the functions are accessible via a button bar that is available on every screen throughout the system. The organization of all types of records is through the Folder system.

Folders provide a flexible electronic filing system in RMS for organizing data. Folders can be created to store information in many ways, including:

  • Single cases
  • An individual officer
  • Related investigations
  • Accidents by officer
  • Accidents by shift
  • Citations by officer
  • Warrants by type
  • Warrants by any User defined category
  • Any User defined category

    The Folder System, as configured by the agency, houses records from the following modules: Citation, Evidence, Field Interview, Warrant, etc.

    Extensive security settings are available for each module and for each user. Accessing, adding, editing, printing, and/or deleting records may be set per user for various record levels. Records needing special levels of confidentiality may be identified and protected through record typing and security levels. These records types may include: juvenile records, sexual assault victim records, and "confidential" cases.

    Button Bar
    RMS has an easy access toolbar that is always available to enable a variety of commands including:

  • Exit - Leave current window.
  • Save - Save current record.
  • Add - Create new record.
  • Audit Trail - Display the specifics of each change made to a record.
  • Display Calendar - Open calendar.
  • Modify - Edit existing record.
  • Delete - Permanently delete current record.
  • Find - Search single field for data matching criteria.
  • Main Menu - Return to menu.
  • Images - View and attach photos or video capture.
  • Narrative - View and attach narrative text.
  • Objects - View and attach objects.
  • Reports - View, run, and print Ad Hoc and user created reports.
  • Synopsis - View subordinate records associated with selected records.
  • Master Name Synopsis - View all primary and subordinate records selected
  • Master name record.
  • Seek - Search more than one field using operators.
  • Undo - Return record to previous state.
  • Up One Level - Navigate to primary record.
  • User Defined Fields - Access user defined tab with fields.
  • Record History - Display history of actions taken regarding selected record.
  • User Colors - Redefine field colors.
  • Bar Coding - Access bar coding.
  • Key Word Search - Search all modules via word.
  • Display View Manager - Create or view specified records in browser window.
  • Password - Users may change their passwords.
  • Approval - Users submit Cases for approval by supervisors, to ensure data integrity.
  • Expungement - Administrators can seal, redact, and expunge records.
    Pull down menus with 'short cut keys' indicated, are available for all functions listed on button bar, offering keyboard driven alternative access to functions.

    Includes online help documentation for RMS accessed by means of pointing and clicking with the mouse, or by a simple keystroke combination. Includes a built in glossary, accessible through the on-line help feature. Allows the first-time user to build a "search database" easily, allowing flexibility in defining searches. Permits refinement of the "search database", allowing the inclusion or exclusion of help files, complete phrase searches, untitled topic searches, similarity searches, and use of matching phrases as user types an entry. Enables the User to bookmark a topic for later reference, annotate, and then search the "find database" for information on that topic.

    Audit Trail
    The audit trail displays a list of each change including the date and time of the change, who made the change, and the before and after value of the field.

    The narrative function is available on every form; it provides for the addition of unlimited free form text and includes a spell checker and the ability to copy text from other applications. The Narrative button turns color whenever a narrative has been saved for the current record selected so users can see at a glance that a narrative has been added.

    By using the object option in the RMS, an OLE file can be attached to any record or form. This allows the User to attach crime scene photos, sketches, or documents to records at various levels throughout the system.

    RMS includes four methods of using the integrated imaging system. The User can freeze a frame from a video camera with the proper video capture device. The User can use a digital camera or scanner with the proper Twin drivers. The third method is to attach an image from a file stored on the hard drive. The fourth method is pasting an image from the Windows Clipboard.

    Every RMS module includes several pre-defined reports, as well as the capability for users to design reports that meet their exact needs, using the Ad Hoc report tool or Crystal Report application.

    Exporting Report Data - Form Letters
    The export option on the Report menu allows the User to export field values to a Word Mail Merge document.

    A function is available allowing the User to view a synopsis of a record throughout any module or sub module of RMS. A synopsis includes a "tree structured" list of all subordinate records associated with the selected record. The summary includes key field descriptions that are configurable by the System Administrator.

    When a name, vehicle, address or property record is part of the record selected, a "Master Name", "Master Property", "Master Vehicle", and "Master Address" synopsis menu is selectable from the button bar. Choosing a master synopsis allows the User to see a summary list of all associated primary and subordinate records with the master record without having to search the Master Indices separately.

    From a convenient pop up window, Users can search on fields in RMS by choosing available operators such as: On text fields using: equal, greater than, less than, like, etc. On date fields using: equal, greater then, greater than or equal, less than, less than or equal to. On numeric fields using: equal, greater then, greater than or equal, less than, less than or equal to, containing, like. With wild card characters: (?, #, *) operators.

    There are four primary methods of locating and filtering records, including:

  • View Manager - a function allowing the User to choose fields, define a sort order and apply filters for records displayed in a browse list.
  • Seek - an option allowing the User to filter the records displayed in a browse list by selecting multiple fields with "and"/"or" operators.
  • Find - an option allowing the User to search a single field for all records that match the criteria.
  • Key Word - a function that allows the User to configure a Key Word List table that allows searches for key words in all modules simultaneously. The User is able to browse all search matches and select individual records to see a complete synopsis of that record.

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