November 4th, 2025

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Introduction

Laserfiche. Evidence.com. Windows network folders. Onedrive. Teams. Sharepoint. Paper files. Records everywhere is nowhere. LET’S GET IT RIGHT.

Laserfiche is a great system but how it is used is the key. All too often, this document management system is sold on its wow factor- lots of cool features and benefits for certain. The same goes for evidence.com which too is frequently used to store digital copies of records, in addition to BWC video. The ability to easily provide a link to case files for the prosecutor is a win- win. But… what gets lost is the big picture – the unnecessary proliferation of records, which ultimately makes their proper management and disposition a big challenge

In the world of public safety records management, efficiency and accuracy depend on one fundamental principle — having a single source of truth. While the technology is considered to be a force multiplier, efficiency achiever, and pathway to modernization, it can lead to fragmented record keeping practices that create duplication, confusion, and unnecessary workload.

Over time, agencies with disparate systems in place find themselves overwhelmed, unknowingly by the difficulty that has been created when it comes to finding, retrieving, routing, and purging records. Logs have to be created to track records; compliance with retention schedules becomes impossible, and ultimately, the perception is created that there aren’t enough employees in Records. In reality, it may be there is too much technology, fractured workflows, and duplication of effort.

Buying such technology without first planning out how it will be used and how the records will be managed throughout their lifecycle is where the trouble starts.

A Single Source of Truth

When criminal and traffic-related records exist in more than one place, staff waste time verifying which version is the “original,” which versions can be purged, and which one should be provided to requesters. This is where understanding the records management lifecycle is important- building consistent, standardized workflows for the creation, collection, processing, maintenance, dissemination, and disposition of records.

A records management system (RMS) is designed to be the central repository for these records — not just for storage, but as the authoritative system of record. Every report, attachment, and supplemental document related to an incident should live there. Using the RMS as your single source of truth ensures that everyone, from officers and detective to records and command staff, is referencing, working from, and releasing the same verified information. 

By having all operational records in the RMS, an agency can achieve consistent, repeatable business processes throughout the lifecycle, eliminating the need to create extra copies, retrieve records from different systems, and use spreadsheets to document when they are requested, sent, or approved. The system’s built-in sharing and access features can meet the needs of other stakeholders and partner agencies without resorting to redundant copies. Limited, read-only access can be provided to other city departments and partner agencies which need copies of city-involved accidents, case files, or parking tickets.

This does not suggest that no other systems will ever be needed. In reality, an RMS does have its limitations. It can’t be used for a variety of tasks that are handled by a department’s records unit, such as processing public records requests and the ability to redact records, collect payments, route public records for release approval, or handle requests for background checks, permits, clearance letters, U Visas, or any non-criminal/traffic related records. This can be achieved with GovQuest, a web-portal which fills this gap in the records lifecycle, and can be used to properly share records of any type in one unified manner.

Process Mapping

If you’ve been to PRI training you’ve likely heard about the importance of process mapping. Spending just a few hours with your records stakeholders to create visual workflows of how records are currently managed, and how they will be managed with new systems in place will ensure that buying them will truly be the right thing to do. Process maps prevent the unnecessary proliferation of records by visually providing workflows that make sense.

Using spreadsheets to track a record’s usage is unnecessary when this information is tracked by the systems you use. Logs, duplicate copies, and scanning unnecessarily are activities which require labor. Over time, the hours spent on this work really add up.

One of the most eye-opening efforts you can do is calculate the estimated hours spent on manual management of records weekly, monthly, and annually, and redesign your business processes. If you are understaffed, this is how you figure out how to catch-up on all those backlogs, and determine how many employees you truly need.

One record. One location. (Backed-up of course)

Make your RMS the foundation of your agency’s information management strategy and watch how much simpler, safer, and smarter your records process becomes. If you have it, use Laserfiche wisely- only for administrative, non-criminal/traffic records. If you have a jail management system (JMS), ensure these records are not duplicated as well. If you are printing everything, stop. If you print a record, then scan it to another system, ask why?

A Path Forward

First, high-quality training from an independent expert who advocates on your behalf can go a long way. That is what PRI is here for. We have been in your shoes, and guided by integrity in all that we do, we provide genuine, expert guidance through over 30 training classes available live online, on-demand, or in-person. See policerecordsmanagement.com.

Second, consider scheduling just a few hours with us and we will process map your workflows with you online, leaving you with a roadmap for eliminating duplication, going paperless, and identifying where and how technology should be used. This is key if you are pursuing a new CAD, RMS, or other records-related system. Don’t let the vendors convince you of what you need- only you should determine that. Contact us to schedule a process mapping session.

Lastly, schedule a demo to see our GovQuest system and how it can centralize the management of all requests for, and release of records, permits, background checks, video, and more. As a web-based system, all you need is a login, and you can add as many users as you need from within the system, without an increase in price.

PRI is here for you. Let’s raise the bar for your agency and modernize, streamline, and achieve lasting compliance in the world of records.

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Why Choose PRI?

PRI equips public safety agencies with expert training and guidance to master public records compliance. Whether you’re new to compliance or seeking to enhance your processes, our curated training classes and GovQuest platform support your success.