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FOCUS RMS is Critical He said if the data you are moving forward is not clean and of excellent quality, then you will be putting bad data into a new database. There is also the problem of who is going to help decipher the data structure in the old database to map the data to the new database as well as the cost to do the migration. Hunt said they chose the second option, leaving the old data on a legacy system and starting fresh with a new system. He reported, ���In general, the most current active data was quickly re-created on the new system just from normal data entry processes. Keeping the data active on a legacy system allows the users to use the old data as a reference, but also lets the new system start clean. This is best for the new system, but will require dual lookup when looking at old records.��� He said if someone is able to understand the data structure of both systems to map the felds for a migration, they could write data reports to query both data sources at one time and that might be a happy medium between the two. SunGardPS has assisted departments who are moving to a new facility by making the fle transfer more expedient. There is a document scanning interface that can be used that will also interface with other systems with a general interface capability. The system can attach digitally any arrest information, videoed interviews, video capture cards, or other information directly into the RMS. They can really handle about any kind of fle that needs to be attached into the new system. If the data is already in a digital form, they are skilled at exporting it and importing it into the new system and are usually doing some of that with every system they install. They do a lot of data transfer services and teach the department who needs old data entered into the new system how to scan the material onsite to reduce costs. There are usually state or even federal guidelines about what data must be brought forward and preserved. SunGardPS does an implementation onsite with personnel there to go live and do onsite training. They are also available remotely for future needs. 32 LAW and ORDER I February 2013 Data Storage Hunt explained that Hamilton County currently has their data stored in a MS SQL Database as part of their records system from New World Systems. Hunt stated, ���A structured database is really the best way to store data. We use standard practices for backing up and protecting our data across multiple sites. We also have in place High Availability solutions to make sure the system is always available for our public safety users.��� Hunt also said they have off-site storage by way of three sites, all on systems they own, where they do real-time data replication as well as more typical backups. According to Hunt, fnding the best long-term data storage is the million dollar question. He said right now keeping data online is the best storage solution and storage capabilities are keeping up with storage requirements, and as data is added to the system, they can keep up by adding more storage. Long term retention is still a question being considered by information management specialists. Hunt addressed the issue of cloud storage providers for law-enforcement data storage and stated, ���I���m not yet convinced that cloud storage providers could provide a comprehensive solution for public safety. There has been a lot of progress in recent years in this area and there might be a place for it as a secondary storage. Security requirements for criminal justice data are the biggest concerns I would have with storing our data off site in some cloud data store.��� System Sharing Some departments may provide services to other jurisdictions with records management systems by charging other departments for that service. Programs such as the Multi-Jurisdictional RMS of SunGard Public Sector���s OSSI RMS system can store and retrieve records for multiple jurisdictions using one server. Alan Biddle, Director of Development for SunGardPS, said they are seeing this different trend with smaller agencies joining with larger departments. SunGardPS assists with this add-on business to help them with their cost and data sharing. Not only is there a cost savings, but it also facilitates communications and collaboration between the agencies and allows them to share information and data. Agencies in different systems can also collaborate and join together in a shared RMS and there are some departments consolidating in that manner. Agencies can purchase individual modules, beginning with the RMS and then adding on other needed modules. Lynze Lenio of Spillman Technologies, Inc., stated that Spillman provides options for small agencies on limited budgets and agencies can collaborate to store their Spillman data on a single server with one agency serving as the ���host��� by storing the Spillman server at its location. Other participating agencies can use a designated segment of the server to store data, allowing agencies to share hardware and maintenance costs, and to exchange critical law enforcement data with one another. Making Upgrading Easier There are few more important purchases for a department than their information management system. Every type of work performed at a law enforcement agency is dependent on their RMS. That system must be able to locate information within the system and link it to individuals and criminal acts. When departments upgrade their records management systems, they have several choices to make about what to do with old data and the vendor with which they contract can help them choose the best option. Decisions must also be made about longterm data retention and their provider can assist them with options to safely keep that data. Smaller agencies are more and more often partnering with larger jurisdictions for the RMS function. Many RMS providers can assist by helping add on these services for host jurisdictions. Kathy Marks has been a child abuse investigator for 30 years. She teaches classes regarding domestic terrorism and is a previous contributor to LAW and ORDER Magazine. She can be reached at kathymarks53@aol.com. LaO Post your comments on this story by visiting www.lawandordermag.com