Results of Records Management Survey

Q1: Agency InformationName Christy WursterAgency CA Dep of Fish and WildlifePhone Number (916) 240-7509

Q2: Do you have a records management system? No,

Additional Comments Regarding this QuestionNot at this time we are currently looking to procureone.

Q3: Was your system custom built or was it purchasedoff the shelf?

Respondent skipped thisquestion

Q4: If you have an off the shelf system what is the nameof system?


Q5: If you have a system, what is the name and contactphone number for your point of contact for youragency?


Q6: If you have a system, briefly describe thecapabilities of your system? (Ex: Reports, citations,equipment inventory, personnel database, etc.)


Q7: Please provide any other wisdom, experience,considerations we should be thinking about inresearching and ultimately obtaining a RecordsManagement System. Thank You!!


COMPLETECOMPLETECollector:Collector: Web Link 1 Web Link 1 (Web Link)(Web Link)Started:Started: Tuesday, December 01, 2015 5:38:22 PMTuesday, December 01, 2015 5:38:22 PMLast Modified:Last Modified: Tuesday, December 01, 2015 5:41:08 PMTuesday, December 01, 2015 5:41:08 PMTime Spent:Time Spent: 00:02:4500:02:45IP Address:IP Address: 205.225.241.126205.225.241.126

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National Records Management System Survey at the Request of California SurveyMonkey

Q1: Agency InformationName Robert GriegoAgency NM Game and FishPhone Number 505-476-8061


Additional Comments Regarding this QuestionWe are looking at some RMS













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Q1: Agency InformationName Heather DuganAgency Colorado Parks and WildlifePhone Number 303-291-7766

Q2: Do you have a records management system? Yes


Custom Built,

Additional Comments Regarding this Question (100characters or less)We currently have 2 legacy record managementsystems from the former Parks agency and the formerWildlife agency. Both were custom built using differenttechnology.




Ken Shew, 303-291-7240

Q6: If you have a system, briefly describe the capabilities of your system? (Ex: Reports, citations, equipmentinventory, personnel database, etc.)

Reports, citations, limited personnel database

Q7: Please provide any other wisdom, experience, considerations we should be thinking about in researchingand ultimately obtaining a Records Management System. Thank You!!

We are currently in the process of creating a business needs assessment to purchase and customize a comprehensive records management system.



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Q1: Agency InformationName Jason BatchelderAgency VT Fish and WildlifePhone Number 802 828 1529



Off the Shelf


Spillman


LT Paul Gaudreau 802 885 8855


Reports, criminal database for tickets, arrests, warnings as well as biological data entry.





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Q1: Agency InformationName Mike HobbsAgency WA Dept of Fish and Wildlife PolicePhone Number 360-701-7436



Custom Built,

Additional Comments Regarding this Question (100characters or less)Was off the shelf due to cost but then needed to buyserious customization from the company.


CODY RMS


Mike Hobbs, 360-701-7436


Reports, citations/infractions, recreational and commercial licensing information, links to NCIC and DOL for criminal histories and drivers/boaters returns.


Scope what you need and ask for what you want, then see what it would cost to build exactly that - off the shelf did not go smoothly for us.

COMPLETECOMPLETECollector:Collector: Web Link 1 Web Link 1 (Web Link)(Web Link)Started:Started: Wednesday, December 02, 2015 12:01:39 AMWednesday, December 02, 2015 12:01:39 AMLast Modified:Last Modified: Wednesday, December 02, 2015 12:05:45 AMWednesday, December 02, 2015 12:05:45 AMTime Spent:Time Spent: 00:04:0500:04:05IP Address:IP Address: 198.99.101.35198.99.101.35


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Q1: Agency InformationName jerry B. JenkinsAgency wvdnrPhone Number 304-558-2784

Q2: Do you have a records management system? Yes,

Additional Comments Regarding this QuestionIn the process of completing system setup at this time.


Custom Built,

Additional Comments Regarding this Question (100characters or less)Actually combination of both


PTS solutions


Mark Martin 225-405-1207


NIBRS along with all above according to modules purchased


We had to go out to bid, this was our second low bidder, lowest didn't meet bid requirements.



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Q1: Agency InformationName Thomas GroholAgency Pennsylvania Game CommissionPhone Number 717-783-6527


Additional Comments Regarding this QuestionWe implemented a Computer-Aided Dispatchsystem/Records Management System statewide 5years ago. This was a huge initiative to implementboth systems on a statewide basis. There were manyissues related to this project that took a great deal oftime to customize to our needs.


Off the Shelf,

Additional Comments Regarding this Question (100characters or less)Although our software if not custom we have workedwith the provider to make some adjustments to thesystem to make it more effective for how we operate.This has at time been very frustrating and timeconsuming.


InSynch RMS


Randy Shoup 717-783-6527


All of the above and more. Also Evidence Documentation, etc.



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I would suggest exploring different vendors to make sure they are willing to work with your agency in making it applicable to the work you do and making the system more efficient to work with or the field officers will not utilize it the way it should be. Initially our officers were very reluctant to use the system and resisted being mandated to use it. Now, 5 years later they would not want to be without it.

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Q1: Agency InformationName Kyle OverturfAgency CT Environmental PolicePhone Number 860-424-3057



Off the Shelf,

Additional Comments Regarding this Question (100characters or less)On state contract- utilized by other state lawenforcement agencies


NexGen


Jaime Cahill (203) 500-3566


Full CAD, records, forms reports, equipment, MDT and vehicle GPS


Ensure robust training for all involved is included with the system!!



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Q1: Agency InformationName Carol Lee BellAgency Virginia Dept. of Game & Inland FisheriesPhone Number 804-367-0846



Off the Shelf


Tritech Public Safety Suite - CAD, MOBILE, RMS


Angie Shepherd - [email protected]


RMS has incidents, arrests, citation, field interviews, warrants, and evidence capabilities. There is a reports component to the program.


When you are researching try to find a system that is dynamic enough to create the required IBR elements for the State/FBI so the officer does not have to learn the rules that are very illogical. For instance - you can not list a gun on a property page even if you seized it for a weapons violation because IBR rules do not allow that. I want a system that lets a police officer be a police officer and not have to memorize rules for incident reporting.



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Q1: Agency InformationName Captain Lee EllisAgency South Carolina DNRPhone Number 803-734-0022


Additional Comments Regarding this QuestionOracle Based


Custom Built,

Additional Comments Regarding this Question (100characters or less)DBA built system to accommodate our needs.


NA


Mark Litz - 803-734-9494


Our system is integrated to include report generation, citations, warnings, ticket book inventory, equipment inventory, customer violation histories, boat and motor registration information, hunter, boater, trapper, and bow hunting certification dates, and privilege suspension records.





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Q1: Agency InformationName Gary HaglerAgency Michigan Dept. of Natural Resources Law

Enforcement DivisionPhone Number 517-284-5992


Additional Comments Regarding this QuestionCurrently rolling out the system in phases


Off the Shelf,

Additional Comments Regarding this Question (100characters or less)Combination slight customizations. It has beenadopted by the State of MI and the State Police arehosting the product and making it available tomunicipal agencies as well.


The systems base platform is the Motorola package Premier 1 MDC.


Lt. Steve Burton 517-284-5993


Reports, citations, equipment inventory, personnel database, Daily reports


IACP has a chapter in their Police Chiefs Desk Reference Manual that can assist those looking into procuring a system. The salesman in almost every system promise more that the software engineers can deliver, which is a described by the term "Vaporware".



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Q1: Agency InformationName Robert TimianAgency North Dakota Game & FishPhone Number 701-328-6324



Off the Shelf


CODY


Robert Timian 701-328-6324


It can do all of the above and also officer time and scheduling. Data mining and report generating.


How customizable is it at the agency level as most systems are developed for PD's and Sheriffs and need some customizing for Game & Fish LE



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Q1: Agency InformationName Mark RankinAgency KS Wildlife, Parks & TourismPhone Number 620-672-5911


Additional Comments Regarding this QuestionState of KS ystem managed by KS Highway Patrol


Off the Shelf,

Additional Comments Regarding this Question (100characters or less)Global Justice was a new product designed to KSspecifications.


Global Justice


Major Mark Rankin, 620-672-0706


Global justice is a modular system. KS has implemented all modules including CAD, RMS, Jail, Citations, Employee, BOLO, Accidents, Call for Service, Inventory, Racial Profiling and other items to operate a LE Agency.


Partnering in a system managed by KHP has created problems due to the entirely different job functions and record needs.



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Q1: Agency InformationName Lt. Ed CatesAgency FWCPhone Number 850-617-9499



Off the Shelf


Power DMS


Captain David Pate (850)558-4087


http://www.powerdms.com/





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Q1: Agency InformationName Major Michael G SewellAgency Maryland Natural Resources PolicePhone Number 410-260-8882



Off the Shelf


InterAct


Captain Quincy Shockley 410-295-4636





INCOMPLETEINCOMPLETECollector:Collector: Web Link 1 Web Link 1 (Web Link)(Web Link)Started:Started: Wednesday, December 02, 2015 11:33:57 AMWednesday, December 02, 2015 11:33:57 AMLast Modified:Last Modified: Wednesday, December 02, 2015 11:37:15 AMWednesday, December 02, 2015 11:37:15 AMTime Spent:Time Spent: 00:03:1800:03:18IP Address:IP Address: 167.102.37.34167.102.37.34


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Q1: Agency InformationName Greg JilekAgency Maryland Natural Resources PolicePhone Number 410-260-8888



Off the Shelf


InterAct (Harris) online RMS


Melanie Carmichael - 416-897-6237


ReportAccess to Calls for Service Master Indices for People, Vehicles, Addresses, Organizations.Evidence and Property ManagementOfficer InventoryOfficer Daily LogsOfficer Vehicle and Equipment usage trackingAutomated reporting of any data collectedCrime Mapping UCRMessagingCase ManagementField Interviews

COMPLETECOMPLETECollector:Collector: Web Link 1 Web Link 1 (Web Link)(Web Link)Started:Started: Wednesday, December 02, 2015 11:43:18 AMWednesday, December 02, 2015 11:43:18 AMLast Modified:Last Modified: Wednesday, December 02, 2015 12:03:41 PMWednesday, December 02, 2015 12:03:41 PMTime Spent:Time Spent: 00:20:2300:20:23IP Address:IP Address: 167.102.23.26167.102.23.26


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Prior to implementing make sure your team includes officers with more computer experience than buying on Amazon and posting on Facebook. The system will require an enormous amount of work and decisions to be made and will take a minimum of twelve months of planning, training and implementation. If you hire contractors for this work, take into consideration that government budgets for these positions will likely be less than the private sector so selection will be critical to insure competency and longevity.If your agency is upgrading from simple Word forms, there will be push back since a complete report in an RMS system will take longer, especially until users are familiar. Make a point of demonstrating the ease of accessing the information that has been put into the system, more time to put in but much less to get out.

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Q1: Agency InformationName Andy AlbanAgency SD GFPPhone Number 605-773-4243



Custom Built




Bruce Nachtigall, LE Specialist, 605-394-6021


Reports, TIPs Calls, Warnings, Monthly Reports/Stats, Revocations, Civil Damages


Beware using in-state IT folks! MN DNR has a good contact whose program looks very user friendly and customizable.

COMPLETECOMPLETECollector:Collector: Web Link 1 Web Link 1 (Web Link)(Web Link)Started:Started: Wednesday, December 02, 2015 3:59:22 PMWednesday, December 02, 2015 3:59:22 PMLast Modified:Last Modified: Wednesday, December 02, 2015 4:02:39 PMWednesday, December 02, 2015 4:02:39 PMTime Spent:Time Spent: 00:03:1700:03:17IP Address:IP Address: 164.154.90.87164.154.90.87


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Q1: Agency InformationName Judd SmithAgency Georgia DNR, Law EnforcementPhone Number 770-918-6414



Off the Shelf


CTS America


Steve Williams, 850-232-9791


The system has the capability to do all of the above mentioned. The reporting abilities are not very robust, though.


I would strongly suggest looking very hard at the reports that can be created to retrieve data in a usable format from any system that you are looking into.

COMPLETECOMPLETECollector:Collector: Web Link 1 Web Link 1 (Web Link)(Web Link)Started:Started: Thursday, December 03, 2015 8:21:38 AMThursday, December 03, 2015 8:21:38 AMLast Modified:Last Modified: Thursday, December 03, 2015 8:26:09 AMThursday, December 03, 2015 8:26:09 AMTime Spent:Time Spent: 00:04:3000:04:30IP Address:IP Address: 167.192.187.108167.192.187.108


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Q1: Agency InformationName Aaron KerrAgency Wyoming Game and Fish DeptPhone Number 307-473-3400



Custom Built




Aaron Kerr - Law Enforcement Program Coordinator - 307-473-3400





INCOMPLETEINCOMPLETECollector:Collector: Web Link 1 Web Link 1 (Web Link)(Web Link)Started:Started: Thursday, December 03, 2015 8:27:27 AMThursday, December 03, 2015 8:27:27 AMLast Modified:Last Modified: Thursday, December 03, 2015 8:29:35 AMThursday, December 03, 2015 8:29:35 AMTime Spent:Time Spent: 00:02:0800:02:08IP Address:IP Address: 159.238.40.7159.238.40.7


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Q1: Agency InformationName Aaron KerrAgency Wyoming Game and Fish DepartmentPhone Number 307-233-6413



Custom Built,

Additional Comments Regarding this Question (100characters or less)Latest system was programmed by Department ITstaff.




Karen Thompson - Programmer (307) 777-4545


Case reports for each citation and warning issued to violators. Includes fields for entering suspect information, charges, seized evidence, suspect vehicle descriptions. Has the ability to attach related documents and photographs.


In-house programming has allowed for customization of our system to fit our agency needs. Updates/additions can be added in a timely manner and at minimal cost by working with our IT staff.

COMPLETECOMPLETECollector:Collector: Web Link 1 Web Link 1 (Web Link)(Web Link)Started:Started: Thursday, December 03, 2015 9:56:36 AMThursday, December 03, 2015 9:56:36 AMLast Modified:Last Modified: Thursday, December 03, 2015 10:09:18 AMThursday, December 03, 2015 10:09:18 AMTime Spent:Time Spent: 00:12:4100:12:41IP Address:IP Address: 159.238.40.7159.238.40.7


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Q1: Agency InformationName Craig StoverAgency Nebraska Game and Parks CommissionPhone Number 402-471-5531

Q2: Do you have a records management system? No











COMPLETECOMPLETECollector:Collector: Web Link 1 Web Link 1 (Web Link)(Web Link)Started:Started: Thursday, December 03, 2015 1:30:40 PMThursday, December 03, 2015 1:30:40 PMLast Modified:Last Modified: Thursday, December 03, 2015 1:32:00 PMThursday, December 03, 2015 1:32:00 PMTime Spent:Time Spent: 00:01:2000:01:20IP Address:IP Address: 164.119.86.46164.119.86.46


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Q1: Agency InformationName Greg WootenAgency Idaho Department of Fish & GamePhone Number 208-334-3736



Custom Built






Not a case management system. That is still in production. Its a violation database with all citation, warnings, and incidents. IDFG has an equipment fiscal inventory system that is separate and part of the state wide fiscal inventory database which includes other agencies. We also have other internally build data systems to track our fitness incentive program, big game mortality reports, and many others.


We've had retail software database systems that are no longer supported; can be an issue. We also have internal systems built by our staff that are dysfunctional now that the builder is no longer employed. Idaho State Police has a great case management system that we cannot afford. I think you would benefit from an outsourced system and based on you size there is much less likelihood the vendor will default. No such thing as a sure thing.



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Q1: Agency InformationName Todd SchallerAgency Wisconsin DNRPhone Number 608 381 8927


Additional Comments Regarding this QuestionCurrently looking into the TraCs RMS system as anoption.











COMPLETECOMPLETECollector:Collector: Web Link 1 Web Link 1 (Web Link)(Web Link)Started:Started: Friday, December 04, 2015 1:30:02 PMFriday, December 04, 2015 1:30:02 PMLast Modified:Last Modified: Friday, December 04, 2015 1:31:06 PMFriday, December 04, 2015 1:31:06 PMTime Spent:Time Spent: 00:01:0400:01:04IP Address:IP Address: 165.189.255.34165.189.255.34


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Q1: Agency InformationName Todd CallawayAgency Ar Game & Fish CommPhone Number 501-226-6382



Custom Built




Mark Vault 501-226-6412


It tracks citations, hunting and fishing suspensions



COMPLETECOMPLETECollector:Collector: Web Link 1 Web Link 1 (Web Link)(Web Link)Started:Started: Monday, December 07, 2015 11:13:46 AMMonday, December 07, 2015 11:13:46 AMLast Modified:Last Modified: Monday, December 07, 2015 11:20:18 AMMonday, December 07, 2015 11:20:18 AMTime Spent:Time Spent: 00:06:3100:06:31IP Address:IP Address: 170.94.66.201170.94.66.201


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Q1: Agency InformationName Larry EstesAgency KY Dept of Fish and WildlifePhone Number (502) 564-3176



Off the Shelf


Power DMS


Rachel Bertucci (502) 564-7109 ext 4518


ReportsTrainingPoliciesStatues and Regulationsetc



COMPLETECOMPLETECollector:Collector: Web Link 1 Web Link 1 (Web Link)(Web Link)Started:Started: Monday, December 07, 2015 2:06:30 PMMonday, December 07, 2015 2:06:30 PMLast Modified:Last Modified: Monday, December 07, 2015 2:09:40 PMMonday, December 07, 2015 2:09:40 PMTime Spent:Time Spent: 00:03:1000:03:10IP Address:IP Address: 205.204.248.90205.204.248.90


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Q1: Agency InformationName Sgt. Eric M. RollinsAgency Illinois Dept. of Nat. ResourcesPhone Number 217-557-0657


Additional Comments Regarding this QuestionWe are currently looking for a management systemourselves, but have only looked at a few so far.










Is there any way we could see some of your results of this questionnaire?



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Q1: Agency InformationName Dirk CochranAgency ODNR Divsion of WildlifePhone Number 614-265-6326


Additional Comments Regarding this QuestionWe are in the final stages of design of the Motorola P1RMS system. We plan to begin implementation onFebruary 2016


Custom Built,

Additional Comments Regarding this Question (100characters or less)The basic system is the Motorola P1 RMS but it iscustomized for our agency. However the backbone ofsystem will be utilized statewide across multipleagencies. OEMA, ODPS, OEPA


Mototola PermierOne Records


Gregory Brown - [email protected]


when fully implemented case reports, citations, evidence and property management, personnel, training, permits, .... and list goes on, and on. Don't plan to use all that these systems can do. Decide what your core needs are and concentrate on those areas only.



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Assign a team to work with the contractor, identify the needs of the agency and plan you system. You will need 3 to 5 people with Law enforcement background and 3 to 5 people with a data base programing background to set up and manage the system or more. We have found that it is an ever changing, and demanding process. Stay focused on you main goal for the system, and don't be sidetracked by all of the add-ons. Plan to have a group assigned to maintain the system long term. have your current system policies up to date before developing anything new.

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Q1: Agency InformationName Major Chris CloutierAgency Maine Warden ServicePhone Number 2072872766


Additional Comments Regarding this QuestionMotorola RMS for the last 8 years. We are In thebeginning stages of transitioning to a new RMSsystem by Spillman.


Off the Shelf,

Additional Comments Regarding this Question (100characters or less)Off the shelf, but was customized afterwards whichcaused issues.


Motorola RMS. Not a great product.


Not sure, we are partnered with Maine State Police.


Reports, calls for service, permits.


Try to purchase as close to off the shelf as possible. We have partnered with other agencies for purchasing power.



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Q1: Agency InformationName Capt. Tom M. WorthyAgency Oregon State PolicePhone Number 503-934-0266


Additional Comments Regarding this QuestionIn service 3 years. Use e-citation interface but it holdsthat natively too


Off the Shelf,

Additional Comments Regarding this Question (100characters or less)You would be insane to attempt to custom build anRMS, these systems are very complex


Niche Technology WWW.NicheRMS.com


Chris Bushell [email protected]


Reports, Citation, Crash, Warrants, Custody, property inventory, linking analysis, and a ton more


There are about 3 or 4 major vendors in this market space.Denali- (Intergraph, a Hexagon company)Versaterm- Basically a CAD vendorNew World- we liked them but they allow ZERO customizations and they couldn't accommodate our Fish and Game work.Niche- A Canadian Company entering the USA market. They have most of Canada, the UK and Australia. They are a great company and very easy to use, work with and affordable.



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Documents

Results of Records Management Survey