NCJ Number
82853
Date Published
1972
Length
73 pages
Annotation
The Holyoke Police Department's (Massachusetts) records system is evaluated, and the design and implementation of a centralized records system are proposed.
Abstract
Defects of the present records system are (1) lack of control over information from the time that incidents are reported until the case is closed; (2) inaccurate count of crimes known to the police due to this control gap; and (3) lack of two important elements needed for investigations: a master alphabetical file of persons having contact with the police and a central file of crimes and incidents. The department's current organization has evolved without an overall plan, with the most serious weakness being that all units report to the chief without any logical grouping of units by functional characteristics. Basic to any organization that will serve the ends of the proposed records system is a clustering of activities. A keystone of the staff cluster should be a centralized records division with a division responsible for maintaining all official department records, distributing intradepartmental records, preparing all police reports related to crimes and incidents for internal and external distribution, and maintaining the department's communications network. All records will be consolidated into the central files maintained by the records division. Reporting will include all crime or incidents, and the basic files will include a master alpha index name file, a case file, complaint cards, evidence and recovered property files, and hot desk files. Forms to be used in the proposed system are appended.