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Questions and Answers
What does CAD stand for in the context of the Kansas City, MO Police Department?
Computer Aided Dispatch
Which unit is responsible for maintaining and managing report information within the Kansas City Police Department?
All reports in the Records Management System (RMS) can be considered final once initiated by the reporting member.
False
All original reports filed in RMS will have a ____________.
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Match the following terms with their definitions:
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What sign-off format should a member use on the narrative of each report in the RMS?
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When should an investigation of the scene be considered according to the walk-in procedures?
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What must be included in the vehicle section of a RMS report for a stolen vehicle?
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Field Interview Reports in RMS are generated with a CRN issued by Talk Group dispatcher.
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What should members do when coming into contact with an unregistered sex offender?
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Supervisors reviewing a Field Interview Report focus on grammatical errors and accuracy.
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What is used to explain case status changes or log daily investigative work?
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When a crime did not occur, a supplemental report type 'Case Disposition' will be taken and the Offense Classification will be changed to '______.'
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Study Notes
Records Management System (RMS)
- The RMS is a system used by the Kansas City Missouri Police Department to manage data collected.
- It is the repository of all completed reports after they have been approved at all levels.
- The system has four main components: General Incident Management, Custody/Prisoner Management, Intelligence Management, and Property Management.
Administrative Guidelines
- Members must report incidents that occur within the jurisdictional boundaries of Kansas City, Missouri.
- Members will make every effort to determine the exact location of an offense.
- All data entered into RMS is discoverable and should not reflect poorly on the department or its members.
- Reports will not be sold until they have been validated by the RMS Validation Section.
- Members will recover document items of evidentiary value and scan them into RMS.
Terminology
- Attached Reports: additional reports taken in paper form that are related to an incident.
- CAD (Computer Aided Dispatch): manages service request calls and personnel and vehicle availability.
- CAD Event Number: a unique number generated by CAD each time a call is entered.
- Classification of Offense/Incident Type: the title of a report that should be the highest offense related to the incident.
- Custody Management: captures information about an arrested individual.
- Field Interview Report: tracks subjects and intelligence information from field personnel.
- Information Management Unit (IMU): responsible for maintaining and managing report information.
- Legacy RMS: a separate domain where legacy report data is stored.
- Missouri Incident Based Reporting System (MIBRS): a system developed by the State of Missouri for collecting and reporting crime data to the FBI.
- National Incident Based Reporting System (NIBRS): collects data on each single incident and arrests within 22 offense categories.
Procedures
- Members will utilize the appropriate classification of offense/incident type for the reported incident.
- When a report is completed involving the accidental serious injury of a person, the Nature of Call will be “Casualty.”
- Accidental injury to a Department member will be reported on an Injury Report and not in RMS.
- RMS arrest and booking procedures include reporting adult and juvenile booking information within the Arrest and Book Report or the Arrest and Release Report.
- When reporting a Bias Crime, members will notify an on-duty supervisor and include that notification in the report narrative.
Walk-in/Phone-in Reports
- Any person wishing to make a walk-in report will not be referred to another element of the Department.
- When an individual responds to a police facility to report an offense, they will be briefly interviewed.
- If an investigation of the scene is not necessary, the report will be prepared at that time.
- If an on-the-scene investigation is necessary, a district officer will be dispatched to the station to conduct the investigation and complete the appropriate report(s).
Stolen Vehicle/Recovered Stolen Vehicle Reporting
- A RMS report will be completed for a stolen vehicle, including the vehicle information in the vehicle section of the report.
- The reporting member will notify the Stolen Auto Desk as soon as possible.
- A recovered stolen vehicle will be reported on a supplemental RMS report using the original case report number.
- The reporting member will notify the Stolen Auto Desk as soon as possible and include the vehicle information in the vehicle section of the report.### Outage Incident Reports and Missouri Uniform Crash Report
- During RMS outages, members will use Outage Incident Reports and Missouri Uniform Crash Reports to capture necessary information.
- These reports are available on the network drive in Word Templates folder identified as RMS Outage Forms.
- Hard copies of these forms should be maintained at each division in case of a global network outage.
Completing Reports in RMS
- When RMS is back online, members will enter the report in RMS using the completed applicable hardcopy report as a guide.
- Each report will be entered into RMS in the exact detail and wording as the handwritten report.
- Upon entry of the information into RMS and approval of the report by a supervisor, members must destroy the original applicable hardcopy report.
Discretion of City Wide Duty Officer
- At the discretion of the City Wide Duty Officer, members may be required to enter the report in RMS prior to ending their tour of duty.
- If the system is down longer than anticipated, the Watch I Desk Sergeant will maintain a hard copy of each completed applicable hardcopy report and a list of members with outstanding reports.
Case File Submissions
- If the system does not return to service in time for an RMS report to be completed for a case file submission, on an in-custody arrest, the hardcopy of the RMS Outage Incident Report will be included in the case file.
- When RMS is once again available for use, members will enter the report in the RMS system.
Field Contact System
- All Field Interview Reports will be completed in the Field Interview Report portion of RMS.
- The CRN will be generated by RMS when the officer creates the Field Interview Report in RMS.
- Officers will complete a Field Interview Report when:
- Obtaining information that may have intelligence value.
- A person voluntarily admits to being a felon or is determined to be a felon.
- Advised to do so by the dispatcher because the subject is on probation/parole.
- Checking a person concerning suspicious or criminal activity that voluntarily admits to being a gang member or is reasonably believed to be a gang member.
- Reasonable suspicion that a subject has committed or is preparing to commit a breach of law, but no probable cause exists for arrest.
- When a member comes into contact with an individual that is an unregistered sex offender.
Field Interview Report
- The officer will record the following information:
- Activity
- Moniker
- Associates
- Clothing
- Scars, Marks and Tattoos
- Means of transportation
Case Management
- All patrol and investigative elements will follow the standardized case closure procedure.
- Action Logs will be used to explain case status changes or log daily investigative work.
- A supplemental report will be used to document investigative actions taken, case status updates, and case dispositions.
- A supplemental report can be designated with a “type” from a drop-down box called “Supplemental Type.”
Standardized Case Closure
- The supplemental report type “Case Disposition” will be completed when the case status is updated to a Cleared Exceptional, Cleared Judicial, or Closed option.
- Action Logs will not be used for case closure.
- No other supplemental report type is to be used when closing a case.
- Investigative supervisors who do not assign an offense report after initial assignment review may change the case status and complete a note in the case status entry to explain why the case was not assigned to a detective.
Case Status Updates
- Patrol sergeants will make case status updates in RMS for all city-level cases handled in the field with an adult or juvenile arrest.
- Patrol sergeants may complete a supplemental report type “Case Disposition” to provide more detailed information regarding the case status selection.
- Detectives may make/update case status entries with the exception of case closures, which is for supervisors only.
- Investigative element sergeants are responsible for reviewing all RMS reports, case status, and action log entries for detectives in their unit/section during personnel performance reviews.
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Description
This quiz is about the procedural instruction of the Kansas City Police Department's Records Management System (RMS) regarding case clearance and reporting.
