Issue link: http://lawandordermag.epubxp.com/i/109778
T here are many things to consider when purchasing or updating a records management system. Conducting a needs analysis, looking at future needs to keep from having to replace the RMS system again in the near future, and choosing a system that can be updated, are among the most cost effcient ways to fll your RMS needs. Looking at other departments similar in size and service area and serving a similar type of population (rural v. urban) can be helpful because they may have already done a lot of this legwork. Many companies who provide RMS systems can accommodate the needs of very small departments all the way to meeting the needs of complex, multiunit metropolitan departments. It is important to shop for a system that accommodates the needs of your department, is affordable, and with acceptable ongoing costs. There is something out there for any size department with the budget they have available. RMS for Any Department Betsy McNutt from Sun Ridge Systems stated that Sun Ridge accommodates both large and small departments. They have prepackaged systems that are more affordable for small departments and also made-to-order customized systems designed for the needs of larger departments with multiple units. She said, ���Contrary to popular thinking, a higher priced system does not IN ANY WAY guarantee a better product.��� Lynze Lenio of Spillman Technologies reported they currently serve more than 1,000 agencies in 35 states of varying sizes, needs, and budgets with their public safety software, including small rural areas, large metropolitan cities, and everything in between. They also specialize in combining the off-the-shelf simplicity desired by many small agencies with the customization and fexibility large agencies need. McNutt suggested choosing a company that can provide references from other satisfed law enforcement customers and making sure the systems being reviewed are truly comparable. She advised having tech support available on a 24/365 basis and purchasers should consider asking that initial training by the vendor be part of the RMS package. When Cost is a Major Factor Crimestar operates in 46 states. Eric Sargent, Crimestar Sales Manager, said their program may not be for everyone because their market is not necessarily for the huge, multi-layer departments. They do offer an affordable program with two different versions, one of them for larger departments, that does the same thing as other information management systems. Sargent said Crimestar is a unique, product-based program and it is consistent with every agency using it; Sargent termed it ���unbreakable.��� It is an Internet-based Windows program, making it affordable, and Crimestar encourages customers to download the program and use it free for 90 days. Small department and even multi-site departments such as college police fnd it has a simple learning curve. Crimestar���s cost to customers is $3,000 for each license, $300 for unlimited tech support, and only $300 yearly for updates. Sargent said a department may get a grant for an initial setup and not realize they are going to be paying an industry-average 20 percent yearly fee for upgrading. Crimestar does this updating for 10 percent. He said their system works for 99 percent of those who try it and the bottom line is cost. Sargent reported when he bought Crimestar himself in 1999 as a Massachusetts police chief, his choices ranged from Crimestar at $6,000 to $80,000 for other estimates. Many of their new customers are direct referrals from those using the system. He said all record management systems do the same with data and they are not for everyone, but offer a robust system with cost containment that does the same thing as the big names in RMS. Cost and Simplicity Lt. George W. Bacorn, Jr., Deputy Chief for the Denton (Md.) Police Department, commented they initially chose Crimestar for information management because of the cost combined with the ease of how the RMS worked. They found it produced quality police reports, was easy for offcers to learn and use, and information retrieval was extremely easy, which allowed for conducting crime analysis. They heard about Crimestar from a neighboring department and did research on their own. They switched from their prior system primarily due to the ease of use, data/information retrieval and customer support. Bacorn said, ���There really is no comparison between our old RMS and Crimestar because it isn���t Crimestar���s features that make it more usable, it is the company itself. If a customer needs the software to have a certain feature or perform a certain function, that function or feature is usually only an e-mail or phone call away as long as it is something that will be advantageous to most other customers and can be performed within the program���s operational boundaries. It is the Crimestar team that makes this system very usable.��� He said the software is so simple and easy to use there was very little to no learning curve, and the designer was a law enforcement offcer and understands what police offcers need in an RMS package. Bacorn said Crimestar also has a property module built into the RMS. It tracks not only evidence but stolen, recovered, lost / found and damaged property. They are using Crimestar���s Mobile Data along with Message Switch, which allows for computer dispatching of offcers and also allows offcers in the feld to ���self-dispatch��� and conduct inquiries on internal (Crimestar) records along with MVA checks and wanted checks through state and federal databases. www.lawandordermag.com 35