2013 ANNUAL REPORT RECORDS SECTION

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Randall Terry
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1 2013 ANNUAL REPORT RECORDS SECTION ADDISON POLICE DEPARTMENT Prepared by: Records Director Mike Tierney

The Addison Police Department Records Management Section adheres to the precepts set forth in the Department s Value Statement along with the mission statement and values adopted by the Records

The Department equally values all of its members and strives to maintain the highest quality of personnel in order to effectively serve its citizens.

2 The Addison Police Department Records Management Section adheres to the precepts set forth in the Department s Value Statement along with the mission statement and values adopted by the Records Management Section employees: The Addison Police Department values all of its citizens and respects their right to live in a safe and nurturing community free from all forms of oppression. The Department equally values all of its members and strives to maintain the highest quality of personnel in order to effectively serve its citizens. The foundations of government set forth in the United States Constitution and the Constitution of the State of Illinois, along with the national standards set forth by the Commission on Accreditation for Law Enforcement Agencies, are all held in the highest esteem by the Addison Police Department. The mission of the Records Management Section is to provide information support to the Police Department through efficient records retention and accurate and effective information services while ensuring system security and the personal privacy of those who come to the attention of the Department. In order to provide the highest standard of customer service to our community and internal clients, the Records Management Section adopts the following values: Professionalism Confidentiality Accuracy Compassion Efficiency Respect Pride Dependability Teamwork Initiative Loyalty Integrity Introduction This past year was year of stability for the Records Management Section. All positions were filled for the bulk of Clerks settled into the new positions they were assigned in July Many made suggestions that improved efficiency in those jobs. It seems that every year the theme of this report is the teamwork of the personnel assigned to Records. The employees in Records do not hesitate to assist each other, other members of the Department, or the citizens they interact with on a daily basis. 2

3 The Records Section is the repository for most of the data generated as a result of the activities of the other Police Department operational components. In 2012, wireless internet was introduced to the Police Department through an initiative begun in Records. It was so successful the wireless internet program was instituted throughout the Village Hall as well. In late 2013, the Village transitioned from Novell s Groupwise client to Google Docs. Nearly all of the Clerks in Records have added work to their personal smart phones making communications more efficient. Records Section Accomplishments. Uniforms The Records Section personnel were in need of new uniforms. We mimicked the uniforms of ACDC. Clerks sized themselves for shirts. None cared for the style of pants being worn by ACDC. They were told to research other pants. Shirts with a logo were ordered from Lands End on November 28, The shirts were received, and the employees were authorized to wear them beginning January 2, The uniforms are being worn and the Department policy was updated by the CALEA manager. Imaging Training Manuals Records began imaging training manuals for Investigations. This allows for destruction of the hard copies in the future. Fingerprinting Fees Many neighboring communities require a processing fee for fingerprints. Director Tierney asked the Village attorney to draft an ordinance requiring a fee for persons who want access and review of criminal history, employment and identification purposes. That was prepared and sent to the Director of Police s office on August 23, It went to the Village Board for authorization on January 22, This has been authorized. New Carpeting The Village budgeted for new carpeting in Records. Clerks needed to box all files in preparation for the installation. It was installed over a weekend and there was minimal disruption to operations. SNS Excel Database Records found a volunteer to assist the Special Projects Unit with creating the database for the SNS. Victim Services Unit Administrative Sergeant Gilhooley recruited a police volunteer to oversee a new program where crime victims are contacted to see if there is a need for further police follow-up. Sergeants send the reports to the volunteer through NetRMS and the volunteer follows a script when contacting the victim. Miscellaneous Accomplishments New changes were made to the compliance/ordinance citations to ensure the ease of use of them by patrol officers. Records Clerks were trained to complete the transmittal to the DuPage County Circuit Court Clerk s office updated system. 3

4 The Traffic Stop Study (TSS) program was again upgraded due to changes made by the Illinois Legislature. It was also installed in ACDC so a Records Clerk assigned in Dispatch could make those entries. One file cabinet was transferred from Records to storage due to the Department keeping fewer paper copies of reports. New Call Taker positions for ACDC were installed in the Records office. Clerks Carrington, Haneberg, C. Lopez, Termini, and Villarreal and Director Tierney assisted at the annual Volunteer Appreciation dinner on April 25, ACDC Deputy Director Temes installed the Milestone Program on Director Tierney and Clerk Termini s computers on May 20, 2013, and gave instructions on how to operate the software. This software allows Records to download video from the booking area for officer requests and subpoenas. Integrated Justice CAD/RMS Representatives from government agencies throughout DuPage County were brought together to find a way to have CAD and RMS systems communicate for a one-stop-shop approach for data mining. Director Hayden, as head of the DuPage County Chiefs of Police, led the initiative. Director Tierney was invited to the governance board as an RMS representative. All full-time Records personnel took time to visit the booths set up for Benefits Day on May 23, Clerk Haneberg and Director Tierney attended Crime Prevention s annual meeting with the Volunteers in Policing on May 23, All available members of Records attended the Department Meeting held on May 29, ACDC handled the phones and lobby customers during the meeting. Records personnel assisted with the tasks associated with the Police Officers Memorial Day ceremony. The Village of Addison entered into an agreement with the State of Illinois Comptroller s office in September 2012 to collect unpaid debt through the Local Debt Recovery Act. The Records Director is the liaison for this project. Several protests were received during Most were resolved favorably to the Village. Some were reversed due to errors by the collection agencies and the debt was released. Records personnel continued the task of scanning the police bargaining unit grievance files into Laser Fiche. Field training manuals began being scanned into Laser Fiche by Records personnel. New Illinois Vehicle Code citations were put into service on June 28, Clerks will now keep track of the citations electronically. On July 2, 2013, sworn personnel were notified that due to an Illinois Supreme Court rule, they should not charge juveniles in local court by Village of Addison non-traffic complaint until the DuPage County Circuit Clerk s office issues guidelines on how they should be filed. This was resolved in December 2013 and new procedures were put in place. Due to the 2014 enactment of Concealed Carry in Illinois, sworn officers were advised to write reports for subjects believed to be suffering from mental illness or drug addiction on July 2,

5 Purchasing Agent Anna Hendrey assisted Records with an upgrade, for scanning purposes, to the Savin copier on September 27, Records personnel were given access and training to the ACDC Portal. In 2013, Clerks took parking permission, repossession and relocation calls and entered them into the portal. Working with the Field Services Division, Records completed a training matrix book for sworn personnel. On December 23, 2013, we learned that due to the age of our Livescan machine, the Illinois Bureau of Identification (I.B.I.) was phasing out our machine and our prints were not being sent to AFIS. On December 26, 2013, I.B.I. rebooted their machine and all of our fingerprints were sent to AFIS. Early in 2014, I.B.I. will send out machine guidelines. Throughout the year, all members of the Section assisted in the collection of proofs for the upcoming CALEA recertification. On December 2, 2013, Volunteer Pete Cuchetto retired from our VIPS program after 20 years of dedicated service. Director Hayden asked Records to prepare a farewell salute to him at an upcoming Village Board meeting. In December 2013, Clerk LaMantia worked with ACDC Deputy Director Temes to coordinate a Secret Santa toy drive for Lutherbrook residents. False Alarm Reduction Tactics and Strategies We continue to experience positive results from the False Alarm Hearing Program. Seven successful alarm permit revocation hearings were conducted in Each of the businesses reduced their number of false alarms as a result of the hearings. Again in 2013, we achieved a new low in the number of false alarms to which our officers responded. 5

6 ALARM ACTIVATIONS Volunteers in Policing (VIP) Our volunteers continue to be a valuable asset to the Police Department and specifically to the Records Section. They perform a variety of tasks. We continue to work with the School Association for Special Education in DuPage County (SASED). SASED trains and educates special needs students who have severe handicaps. These students help us with various tasks according to their abilities. This continues to be a rewarding experience for everyone in Records. This past year our volunteers donated hours of their time to the Records Section. Our VIP program has been a valuable resource to our Department since 1993 and our volunteers have donated more than 36,000 hours of service. Their loyalty and dedication are truly amazing. Though we had a number of volunteers unavailable for much of the year due to surgery, the other volunteers pitched in to assist when they could. We currently have ten regular volunteers in Records, not counting the high school students, who perform a variety of tasks. We have many more volunteers in the Police Department who participate in an array of programs under the direction of the Crime Prevention Section. All of the volunteers who assist in Records are managed by Records Clerk Gail Haneberg. Gail coordinates all of their work assignments and schedules. She works closely with the program coordinators for the SASED students as well as with our regular volunteers. Some of the volunteer tasks include: making copies of reports, making copies 6

7 of various manuals and collating the materials, handling some of the tasks involved in the Citizen Satisfaction Survey Program, stuffing envelopes, conducting telephone surveys, assisting with police applicant mailings, assisting with maintenance of the accreditation files, filing tickets, reports and other records, doing data entry, and performing a variety of other special projects and routine tasks. All of our Records Clerks do a great job of making sure our volunteers feel appreciated and welcome. Goals for Automated Ticket Program - The purpose of this project, carried over since 2011, is to electronically issue IVC tickets in the squad cars. This is a joint effort with the Traffic Unit. We will continue to search for a program that will interface with the Circuit Clerk's office. Status: This goal is still ongoing. It will be carried over into 2014 as the program offered by the DuPage County Circuit Court Clerk s office is still too tech centric. 2. Digitizing Internal Investigation Files - We will continue working on this project carried over since We will follow the guidelines given by the Illinois State Archives and continue to minimize the volume of paper in files. Status: This goal is still ongoing. It will be carried over into 2014 and beyond to minimize holding hard copies of documents we are required to keep. 3. Transition to a new Crash Reporting System The Illinois Department of Transportation has requested the Department research a new vendor for Electronic Traffic Crash Reporting. This goal was carried over from Status: This goal was partially accomplished. A vendor was selected in October 2013 and training was completed in December It is expected to be implemented in January Plan to implement a new Records Management System The current system, Motorola s NetRMS, has never achieved the results promised when it was implemented in There is a countywide committee researching the issue. This goal was carried over from Status: This goal is still ongoing. Significant movement was made toward achieving the goal in A countywide committee was established. Grants were written and data was collected. It will be carried over into Complete the call-taker stations in Records With the consolidation of ACDC, two workstations shall be placed in Records for future expansion of nonemergency call-takers. This goal started in It cannot be completed until goal number six is completed. Status: This goal was completed. All computers were installed and working properly. 7

8 6. Create a new workstation With the placement of the call-taker stations, the workstations used by volunteers need to be moved. This was carried over from Status: This goal was accomplished. With the reorganization of clerk s duties, an open cubicle was made the primary workstation for the volunteers. 7. Upgrade the RAM in the computers in Records. Due to the amount of video processing, the old computers need to be upgraded. Status: This goal was partially accomplished. Three workstations were given refurbished computers. MIS informed me there was no budget money to replace all the work stations. 8. Work with Probation to send reports electronically. Much like the program with the State s Attorney s office, Records can cut printing and postage costs by sending reports electronically. Status: This goal is still ongoing. It will be carried over into 2014 as the DuPage County States Attorney s office is working to send the reports our Clerks upload into their Case Tracker System. 9. Train Records personnel to operate the ACDC call taking Positions. Once the call taking positions are installed, personnel will be trained to work at those stations to assist ACDC when critical incidents occur. Status: This goal is still ongoing. A job description was written and a procedures manual was developed. It will be carried over into One part-time clerk began training on the system and was becoming proficient. However, she will be leaving the Police Department in early Goals for Automated Ticket Program - The purpose of this project, carried over since 2011, is to electronically issue IVC tickets in the squad cars. This is a joint effort with the Traffic Unit. We will continue to search for a program that will interface with the Circuit Clerk's office. 2. Digitizing Files This was originally only internal investigation files. We will expand the program to include field training manuals and personnel files. We will continue working on this project carried over since We will follow the guidelines given by the Illinois State Archives and continue to minimize the volume of paper in files. 3. Transition to a new Crash Reporting System The Illinois Department of Transportation has requested the Department research a new vendor for Electronic 8

9 Traffic Crash Reporting. This goal was carried over since The vendor was selected and training completed in We intend to implement it in Plan to implement a new Records Management System The current system, Motorola s NetRMS, has never achieved the results promised when it was implemented in There is a countywide committee researching the issue. This goal was carried over from 2012 and significant progress was made in Upgrade the RAM in the computers in Records. Due to the amount of video processing, the old computers need to be upgraded. 6. Work with Probation to send reports electronically. Much like the program with the State s Attorney s office, Records can cut printing and postage costs by sending reports electronically. 7. Train Records personnel to operate the ACDC call taking positions. Once the call taking positions are installed, personnel will be trained to work at those stations to assist ACDC when critical incidents occur. 8. Implement the NIBERS Reporting System. This system takes the current IUCR crime reporting system and enhances the type and amount of data sent to the State and Federal government. 9. Implement electronic parking and administrative adjudication enforcement citations. There are programs that interface with LEADS that would allow for electronic parking citations that would upload immediately to a searchable database. This could reduce errors and increase revenues. 10. Implement a new false alarm billing program. The current system runs only on Windows XP platform. As Microsoft will no longer support that platform after April 2014, a new system may be needed. 11. Research a new training database. The pre-2013 database was on Windows XP platform. In 2013, training in the Police Department s training matrix was entered into an Excel spreadsheet. There is a need for a centralized location to enter and review the training databases. 9

SAN DIEGO COUNTY SHERIFF'S DEPARTMENT INTERIM POLICY AND PROCEDURE TESTING AND EVALUATION PHASE

SAN DIEGO COUNTY SHERIFF'S DEPARTMENT INTERIM POLICY AND PROCEDURE TESTING AND EVALUATION PHASE The following body-worn camera (BWC) policy will be in effect through the end of the BWC testing and evaluation