Records management consultant for public safety

police | fire | corrections

Modernized, streamlined, and compliant records management.

PRI = Certified records managers. Backgrounds in public safety records. CJIS certified.

How we help. Pick your service.

We’ll get things organized, cleaned out, and in compliance, with full documentation following state and local requirements. Unfortunately, most agencies box their records by year and case number. This requires reviewing every single file in the box to determine what can be purged. There is a better way.

Whether you want to learn how to do it, or have our team handle it for you, PRI specializes in public safety records retention. From planning to purging, we’ll get your records in order, your people on board, and your systems working right. And… we’ll help you implement an annual, systematic model for purging, and give you the digital forms and procedures for managing it every year.

Records are eligible for destruction once their retention period has been met, their disposition is known, and they have no further value. Take into account:

Statute of limitations
Court disposition
Investigative value
Litigation
Active hot files

Retention schedules provide the legal authority to dispose of records. Some states provide them, others do not. Building them requires comprehensive evaluation of statutory requirements, agency needs, informational value of the records, and approval by either state and/or local authorities.

Our approach to building your retention schedules is collaborative. We would:

Meet with your personnel to obtain stakeholder input.
Research all local ordinances and state statutes governing retention.
Coordinate with appropriate local and state authorities to obtain approval.

Proper management of records agencywide requires sound, modern policy governing how they are managed throughout their lifecycle (creation, collection, processing, maintenance, dissemination, disposition).

This is accomplished by having a written Records Management Plan, which is legally required in many states. It provides written standards to optimize the use of records and limit the costs and risks that can occur when they are poorly managed.

The Plan helps ensure:.

- Employees aren’t saving records where they shouldn’t be.
- Records are kept digital and only printed when necessary.
- Quality control procedures are followed.
- Public records requests are handled correctly, and on time.
- The court sends you case dispositions, and supplements are written to close the case out.
- Private/sensitive records are protected (i.e. patient records, disciplinary records)
- Standardized indexing of records across the agency.
- BWC videos are properly tagged
- IT security policy is in place

PRI can build your plan. It involves:

- Meeting with employees to determine current procedures.
- Documenting workflows and process mapping.
- Reviewing current policy to ensure alignment with the plan.

Paper-driven operations are costly, inefficient, and frustrating for employees and citizens alike. Digital transformation ensures digitally-driven workflows, records, and procedures. It’s time to move forward.

From unit-level, to enterprise-wide transformation, our services can be tailored to include:
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