FLAGSTAFF POLICE DEPARTMENT ANNUAL REPORT 2020
RECORDS SECTION The Consolidated Flagstaff Police Department/Coconino County Sheriff’s Department Records Division is an essential component of the Police Department. The section is staffed by 10 Administrative Records Specialists and one Records Supervisor. It continues to be the central repository where all City Police, Coconino County Sheriff and Coconino Detention Facility reports are received, stored, and disseminated in both paper and electronic formats. Information is entered into the Hexagon OnCall Records Management System and hard copy documents electronically scanned and attached to allow both on and off-site criminal justice staff to view or reproduce reports from their local workstations. Detailed electronic information is now available on over 3,596,296 Calls for service, over 605,113 Incident and crime reports, 418,794 Vehicles, 324,349 Arrests, and 247,399 Jail Bookings. The Records Staff continues to become more familiar with updated technology and more accustomed to managing electronic documents. Records staff reviews and conducts the final approval process for all incidents, arrests and citations electronically submitted by officers through the Records Management System. Our Records Management System (RMS) software is shared with numerous Northern Arizona law enforcement agencies, including Northern Arizona University Police Department, Coconino County Sheriff’s Department and Coconino County Detention Facility. Having a shared RMS has assisted our agencies, as well as other criminal justice counterparts, to have access to regional, instead of strictly city criminal justice contacts. This has benefitted agencies like Flagstaff City Court and Prosecutor, Coconino County Adult Probation, Arizona Department of Public Safety Gang Intelligence and Team Enforcement Mission (GITEM), FBI and the Bureau of Alcohol, Tobacco and Firearms. Records staff produce monthly statistical reports for agency staff, private citizens and FBI crime reporting. The Support Services Manager is responsible to submit monthly crime statistics to the Arizona Department of Public Safety which then transfer data to the FBI. The Flagstaff Police Department is committed to ensuring that the source data we submit for the Central State Repository and for FBI National Incident Based Crime Reporting is accurate and comprehensive.
ACCOMPLISHMENTS The Flagstaff Police Department implemented Hexagon’s Web-based Records Management System, known as OnCall Records, in August 2020. OnCall RMS stores and retrieves information on incidents, arrests, warrants, property, case management, field interviews, and many other types of information required to manage a public safety agency. This system possesses enhancements which include both physical and virtual servers which helps make the application run faster and be more efficient. The ability to associate property and evidence to an accident record, the ability for calls for service records to be attached to multiple incidents and accidents, and expanded abilities to transfer data from one module to another, such as from accidents to citations, from arrests to citations and from citations to arrests is beneficial. Additionally, officers in the field are able to access Hexagon’s Records Management website, report incidents, and accidents, and transfer queries and responses using wireless technology. This promotes more efficient use of time by enabling officers to complete reporting tasks in the field instead of at the station.
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