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Mission Statement

Mission Statement

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 3,767,354 Calls for service, over 630,642 Incident and crime reports, 434,753 Vehicles, 314,444 Arrests, and 255,349 Jail Bookings.

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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

TraCS

The Flagstaff Police Department also implemented a system called TraCS in conjunction with the Arizona Department of Transportation. This system allows officers in the field to complete accident reports, traffic citations and vehicle warnings electronically by using bar codes on individuals’ drivers’ licenses to enter the driver information. Records Staff performs quality assurance on these documents to ensure the data transferred correctly and completely.

DATA SHARING

In an effort to streamline procedures, the department implemented a shared drive with the Flagstaff Municipal Court where Records staff deposit citations and reports for the court. The City Attorney’s Office has also begun using this shared drive to retrieve reports they need for prosecution.

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Hours of service for Records were changed to bring the section more into line with operating schedules of other departments around the state. The section is now open Monday through Friday from 8 a.m. to 5 p.m. and closed to the public on Saturday and Sunday except for vehicle releases and those picking up property from the safekeeping room. In response to the COVID-19 pandemic, Records staff began setting appointments for fingerprint, background check and report pick up services in order to minimize the number of people in the lobby at one time. Records handled 21,019 Police and Sheriff’s reports and 7,448 Jail booking records in 2021. Over 21,000 Reports were entered into the computer database and approximately 21, 023 copies of reports were disseminated to the public and criminal justice agencies.

CRIME REPORTS

CrimeReports.com is an internet-based service which is free to the public and allows citizens to access a website and view crime locations and general crime trends within their community. CrimeReports.com publishes incident-level crime data provided by the Flagstaff Police Department and makes that information searchable by area, date, and crime type. The service also includes a basic analytics component, giving both law enforcement agencies and the public an easy-to-read snapshot of crime at the neighborhood level. Users may sign up to receive e-mail alerts on specific crime types within a certain geographic area.

ONLINE SERVICES

Formerly, the Flagstaff Police Department utilized outside vendors to provide services for customers to purchase reports online and to file simple police reports online. In 2017, the department created its own online portal, through the City of Flagstaff website, from which citizens can request police reports and background checks and apply to participate in a ride-along with an officer. Requests for police reports also continue to be requested by fax and mail as well as in person at the Records Section. Private property hit and run accidents and other simple reports can also be reported online through the police department portal.

Another new enhancement added to the department is the acceptance of credit card payments in addition to accepting cash and checks for payment of services and products. Customers can use their credit/debit card to pay in person or online through the Point and Pay system implemented throughout the City of Flagstaff.

LIVESCAN FINGERPRINT MACHINE

The Flagstaff Police Department utilizes the Live Scan ID 500 fingerprint system, eliminating the need to do fingerprints manually by rolling a person’s fingertips on an ink pad. Quality checks within the equipment provide immediate feedback to the user regarding the quality of the fingerprints eliminating rejections when the fingerprints are sent to the FBI or the Arizona Department of Public Safety. The equipment sits on a desktop in conjunction with a laptop computer. The system automatically senses the placement of the finger, capturing the image only if it meets predetermined quality criteria, all without manual intervention and additional steps or keystrokes. Records Section personnel are available to provide fingerprinting services by appointment Tuesday through Friday.

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