Issue link: http://lawandordermag.epubxp.com/i/109778
FOCUS RMS: Tips for Purchasing or Upgrading ally very familiar with records management systems because they are replacing a system that does not work for them and because of that, they have in mind what features they want. Spillman also provides a complimentary onsite needs analysis to help agencies assess what modules, hardware and services are right for them. ���We help facilitate visits to other agencies that are currently using Spillman software to allow potential customers to see how other agencies are using Spillman to work effciently and keep their communities safe,��� Lenio noted. She explained that most of their customers have already moved away from pen-and-paper record keeping and are Hamilton County, Ind., Dispatch Center data entry using New World Systems somewhat familiar with record manage(Photo courtesy of Hamilton County, Ind., Dispatch Center) ment systems, but they try to customize services for each agency���s level of expertise. ���In short, it all goes back to Spillman���s philosophy of offering cutting-edge Data Transfer Matters software paired with industry-leading proAny new system or upgrade should be compatible with trans- fessional services. We stand by our customers every step of the ferring data from the existing system and also interface with way and make sure they feel confdent in using their system��� other law enforcement systems to share information. Unless no matter what level of software expertise they have.��� you simply have never had old fle information entered into the Lenio stated that they provide continual assistance with any computer, having to manually transfer fles will not be cost ef- additional requests, projects, or problems customers encounter fective and will eat up valuable man hours. down the road. Since agencies can���t wait days or even hours to Sargent said departments must make decisions about what to get their support needs met, assistance is available seven days do with old information to make it searchable and whether or a week, 24 hours a day, online, over the phone, and via e-mail. not they are willing or able to pay for the price of scanning old She said many of their customers are looking for a vendor paper fles or transferring other formats into their new system, with a reliable history and Spillman���s 30 years in the industry as it can be quite expensive. He said state law mandates how with an exclusive focus on creating public safety software is long some paper fles must be retained, so a ���paperless��� system important to them. She reported, ���Perhaps the No. 1 thing cusis really a misnomer and an agency must decide whether to get tomers are looking for, however, is integration. Many agencies rid of the hard copy fles that can be discarded. choose Spillman because each of our more than 40 modules has been engineered for optimal integration. Price, Tech Support, Flexibility Agencies using Spillman have a single database and a single McNutt stated that price, customer service, 24/365 tech sup- point of data entry. This means once data is entered by a disport, and the fexibility of the system to communicate with other patcher, for example, it can be immediately accessed by feld departments and with each part of itself are the most impor- offcers or jail personnel. Before entering a new record, a user is tant areas to her customers. She added, ���Different sections of prompted to search the system to see if an existing record comes the RMS system are more important for each unit and that is up, which helps eliminate duplicate entry. Spillman���s Involvetheir primary interest. For the investigative unit, the case man- ments�� link together related information, helping customers agement is most important. For Dispatch it is CAD. So, there conduct thorough investigations and make informed decisions. is really no concise agreement other than: They want an inte- Involvements�� span all master tables and enable users to spot grated system. That is supreme. Not a CAD system that does relationships between key pieces of information.��� not ���speak��� to the RMS system.��� McNutt explained that the bottom line for departments pur- Backup Systems chasing RMS systems is simple. ���Bells and whistles look good, Losing hard copy fles due to fooding, storm damage or fre but if they are complicated to use, they won���t get used. What is could be very damaging. In the information age, with much data most important is two-fold: a system that works and does what only available by computer, without being duplicated in paper the agency needs it to do. It is as simple as that.��� fles, losing data can be catastrophic. Lenio stated that Spillman McNutt stated Sun Ridge Systems makes onsite visits if re- supports multiple options for backups. They have agencies quested to give departments an idea of what they might need using a wide variety of confgurations from backup tapes to full in a system to give them an accurate quote. Her buyers are usu- high-availability disaster recovery (HADR). 36 LAW and ORDER I February 2013