TranSearch Crime File Management (CFM)

The CFM module allows organisations to easily record and track crime files within the police force. It is the essential tool to help Information Management and assist with MOPI Compliance.

The system allows organisations to record relevant people against files such as offender, victim etc.  It also allows the recording of relevant reference numbers from other systems such as Holmes.

Automatic generation of MOPI review group based on simple to use pop up lists enables the system to correctly generate review and destruction dates.

Email notifications of files due for review and on-line electronic completion of a National Retention Assessment Criteria (NRAC) forms speed up a file review process.

Destruction Authorisation Emails enable the information owner to allow/decline the destruction of the file based upon the outcome of the NRAC.

Completed NRAC forms are held as electronic images in the TranSearch Associated Document Archive (ADA) and are available for viewing at anytime. ADA has the ability to store multiple NRAC forms against a file until such time as the files destruction is authorised.

Demonstration walk-throughs

Related pages

Features summary

Capture of Information

  • Allows for direct entry by owners of records in departments or by Records Management staff.
  • The systems allows for the recording of information about records, ownership, security, location and retention class.
  • Allows for maintenance of retention periods for classifications of records.
  • The System allows for configurable mandatory fields if required.
  • Allows for generation of unique file reference numbers in specified format.
  • Full validation routines are included within the system.
  • Allocation of Box Reference Numbers.
  • Easy reallocation of one or more Files from one box to another
  • Easy reallocation of box from one department to another
  • Bar codes allocated to both boxes and files
  • Allows the user to easily create relationships such as offender or victims against a file.
  • Nominal look-up retrieves person’s personal details

Searching

  • Specific searching of groups of records and allows for searching of individual records within a range
  • Global Searching available allowing free text searches across all fields.
  • Allows building of complex and fuzzy searches with AND/OR Boolean operators
  • Files and boxes are easily retrieved and requested

Tracking

  • Requests for files can be cancelled at any time by user or Records Management team
  • Simple file delivery process utilising hand held PDT’s
  • Allows boxes to be indicated to retain indefinitely from provider.
  • When File requests are approved, confirmation of request is confirmed by email.

Destruction/Review

  • Allows each file to have its own destruction and review date.
  • Automated workflow around the review and destruction authorisation process
  • On-line completion of NRAC forms
  • Permanent copies of NRAC forms store in ADA data store
  • Full details of previously completed NRAC forms viewable on-line to assist with the decision making process
  • Retention periods are allocated against Classification code but can be overridden for an individual file if required.
  • Latest destruction and review date applied to all associated files for the specific nominal

Reporting

  • Allows easy reporting of boxes/files due for review/destruction
  • Automatic Audit Trail for actions performed on a box or file
  • Allows easy reporting of files overdue for return.
  • Overdue reminders are sent by email.

Management

  • Web Based Intranet System allowing for easy secure access across a site
  • The system is fully configurable with the ability to maintain standard fields within the system.
  • Allows multiple off-site Storage Providers to be specified within the system
  • Own storage provision easily accommodated
  • Update retention classes can update all records if required.
  • Integrates with Active Directory.
  • Allows users to be assigned different roles such as Administrator, Trusted User, and Standard User.

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