Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Bidder Name: Click here to enter text.
Section 1.1
RMS RFP
Functional
Requirements
RFP22798
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Attachment 1.1 System Requirements
Instructions:
 The following requirements are grouped by subject matter and preceded by a Vision; these Visions are intended to
provide bidders with general understanding of the mindset for the creation of the requirements. Nothing in the Visions
shall be construed as requirements and they are not being scored.
 For detailed definitions in this document, refer to Appendix D– Glossary of Terms.
 The following requirements are labeled as mandatory (M) or desirable (D) requirements. If a Bidder is unable to provide a
feature identified as mandatory the proposal will not be further considered.
 For each requirement contained within this document a response is required even if the response is indicating the
functionality is not offered
 For each requirement check the appropriate box:
 COTS - the feature is available as part of the baseline COTS RMS solution. Please note: Only if all components
of a requirement are available in the baseline COTS should COTS be selected.
 Custom – the feature is not part of the baseline COTS RMS solution. Either it has to be developed special or while
built for other customers it is not part of the base application.
 Not Offered – the feature is neither currently available nor can it be integrated through customization.
 Where indicated, responses to certain requirements shall include a comprehensive narrative to explain the solution
proposed by the Bidder. If additional space is needed Bidder shall clearly label their response with the requirement
identifier.
 NYS reserves the right to allow the Bidder to correct obvious errors of omission.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Global System
Requirements
RFP22798
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Functional Requirements Vision
New York State is seeking an enterprise records management system, scalable for deployment to law enforcement agencies
statewide, which provides for secure storage, retrieval, management, archiving, and viewing of information pertaining to law
enforcement operations. It should be an automated, integrated information system that reduces paper usage, eliminates
redundant data entry, and improves access to stored information. This automation and integration significantly reduces the
manual nature of the existing process, thus allowing officers to utilize their time more efficiently for law enforcement matters.
The proposed solution should have a consistent user interface, be easily supported, centrally managed, and allow for sharing of
pertinent information within the State Police as well as other agencies. The proposed solution is expected to provide officers with
remote access and investigative tools that enhance the ability of the New York State law enforcement to navigate the criminal
investigation process, reduce the time to resolution, and improve public safety.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 1
Requirement Name: General
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
1.1
M
1.2
M
1.3
M
1.4
M
1.5
M
1.6
M
1.7
M
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CUST
The proposed solution shall allow the New York State law enforcement
agencies to modify code table values without Bidder assistance including, but
not limited to, the following:
 NYS Coded Law Table
 Case Types and Statuses
 Evidence locations
 NCIC code tables
The proposed solution shall allow printing to be directed to network and local
printers (including in-patrol car printer).
The proposed solution shall issue a warning when the user attempts to close a
record without saving it.
The proposed solution shall have the ability to auto save transactions in
process and not yet completed.
The proposed solution shall provide users with a visual indicator of Agency
defined mandatory fields.
The proposed solution shall provide a validation process to identify that
mandatory fields, as defined by the Agency, have been completed prior to
submission.
The proposed solution shall allow a user to override validation rules with proper
authority based on role.
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Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
1.8
M
1.9
M
1.10
M
1.11
M
The proposed solution shall provide the ability to view attachments.
1.12
D
1.13
D
1.14
D
1.15
D
The proposed solution should allow for configuration based on user
preferences regarding components of the look-and-feel (e.g. font size and
magnification).
The proposed solution should allow a user to enter attachment details including
but not limited to attachment description, date and time created, and person
creating.
The proposed solution should provide the functionality to generate an
attachment inventory log including but not limited to attachment description,
date and time attachment was created, and person creating attachment.
The proposed solution should provide the ability to playback audio and video
attachments.
1.16
D
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The proposed solution shall have the ability to scan barcode information
directly from a driver’s license and vehicle registration into the appropriate
fields within the RMS.
The proposed solution shall incorporate a flexible design allowing content to
expand and contract depending upon the window size and display resolution of
the devices accessing the proposed solution.
The proposed solution shall have the ability to attach digital media to records
such as pdf, .jpg, .avi., word or excel document.
The proposed solution should provide the ability to print any of the RMS
screens to a printer
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
1.17
D
The proposed solution should provide the ability to use standard time or
military time as determined by agency.
1.18
D
The proposed solution administrator should have the ability to modify the data
validation rules.
1.19
D
The proposed solution should provide type-ahead functionality in all fields
populated by code tables.
1.20
D
The proposed solution should allow a user to filter and sort code table
information while performing a look up.
1.21
D
The proposed solution should allow cut, copy, paste, and undo functions.
1.22
D
The proposed solution should allow the Agency to determine the default value
for select date / time fields.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 2
Requirement Name: Help
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
2.1
M
2.2
M
2.3
M
2.4
D
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CUST
The proposed solution shall include a Help menu for all screens and forms
accessible via hotkeys.
The proposed solution shall provide searchable electronic help documentation
on how to use the software available in online and offline capacities.
The proposed solution shall provide a help function that is customizable to the
agency to allow for agency specific definitions and language to include field
level and screen level help.
The proposed solution should provide a video help feature for each screen.
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Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 3
Requirement Name: Agency Definable Fields
New York State Law Enforcement Agencies require a set of agency definable fields that can be configured to meet individual agency
data collection needs. The bulk of the configuration of these fields will occur during implementation; however when trending issues arise
the flexibility to configure fields to capture previously un-captured data may be needed.
Some examples of the types of flexibility may include the ability to configure the type (free text vs. drop down), ability to enable and
disable fields, the ability to enable fields based on a case type, and the ability to define a default value for a field.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
3.1
CUST
M
Not
Offered
The proposed solution shall provide the ability to configure agency definable
fields.
Provide a comprehensive description of how the proposed solution satisfies the requirement for Agency Definable Fields including
capabilities, features, considerations, constraints, and limitations. Include in your response the number of fields available for
configuration by New York State and what type (free text/drop down) are available for configuration. Reference additional pages, if
necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 4
Requirement Name: User Dashboard
Upon log-in to the Records Management System, the proposed solution shall provide the user with a personalized dashboard (see
Appendix D - Glossary) based upon the user’s role, assigned unit, and access rights.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
The proposed solution shall provide a user dashboard based on user’s role,
assigned unit and access rights.
The user dashboard shall provide the following:
4.1
M
4.2
M
4.3
M
4.4
M
4.5
D
4.6
D
4.7
D
4.8
D
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The proposed solution shall provide clear identification of the user that is
signed in.
The proposed solution shall provide user access to open and unapproved work
specific to the user or unit (e.g. “submitted cases”, “open cases”, “returned
cases”, “open warrants”, “overdue assignments”).
The proposed solution shall provide user access to their work directly from the
dashboard.
The proposed solution should display the day, date, and time.
The proposed solution should display the status of their work (e.g. submitted,
open, returned, overdue).
The proposed solution should provide the ability for configuration by the user
within the parameters of their role.
The proposed solution should provide the user with the ability to see the total
count of each item of work (e.g. “submitted cases”, “open cases”, “returned
cases”, “open warrants”, “overdue assignments”).
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Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
4.9
D
The proposed solution should provide a summary of each item of work (e.g.
“submitted cases”, “open cases”, “returned cases”, “open warrants”, “overdue
assignments”), consisting of a subset of fields from within the associated case.
4.10
D
The proposed solution should provide the user the ability to sort their work (i.e.
by priority, by date of entry, etc.).
Provide a comprehensive description of how the proposed solution satisfies the requirement for User Dashboard including capabilities,
features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 5
Requirement Name: Internal System Notifications
As one of the primary information gathering and sharing tools to be utilized by law enforcement in New York, it is imperative that officers
utilizing the system keep fellow officers informed of ongoing investigations. To this end, New York requires that users of the system have
the ability to send out alerts and notifications to other RMS users.
Req.
Req. Requirement Description
Bidder Responses
No.
Status
COTS
CUST
Not
Offered
The proposed solution shall provide the following level of functionality regarding internal system notifications:
5.1
M
5.2
M
5.3
M
5.4
M
5.5
D
5.6
D
5.7
D
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The proposed solution shall provide the ability to create, edit, and delete a
notification.
The proposed solution shall provide the ability to direct notifications to specific
users and/or user groups.
The proposed solution shall provide the ability to sort notifications by severity
then by date of entry.
The proposed solution shall provide the ability to delete messages sent by
other users.
The proposed solution should provide a summary of each notification with a
link to the full notification.
The proposed solution should provide the ability to remove notifications prior to
expiration of said notification based on user action.
The proposed solution should provide the ability to display a user-specified
number of notifications, including the total number of notifications (with a link to
a complete listing of notifications) if there are more notifications than specified
by the user.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
5.8
The proposed solution should provide the ability to deliver notifications to the
user based upon the geographical location of the user.
5.9
D
The proposed solution should provide the ability to automatically remove
notifications upon expiration of said notification.
Provide a comprehensive description of how the proposed solution satisfies the requirement for Internal System Notifications including
capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
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D
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 6
Requirement Name: Electronic Signature
A major component of this RFP is to create an environment in which New York State Law Enforcement Agencies can document and
store as much information as possible within the RMS system. This includes signatures required of persons employed by these
agencies, as well as members of the public. Currently signatures are captured for purposes such as: return of property to civilians,
signatures on depositions and statements, chain of custody to document transfer of all property. Examples of methods of obtaining
signatures include but are not limited to: electronic signature pad, user ID and password, biometric scanning, scan of ID card or barcode
with password.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
6.1
M
CUST
The proposed solution shall allow for the capture of electronic signatures.
Provide a comprehensive description of how the proposed solution satisfies the requirement for Electronic Signature including
capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
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Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 7
Requirement Name: Alerts
As law enforcement officers interact with the public, they may find it necessary to provide fellow officers with alerts regarding interactions
(i.e. combative, known drug user, known runner, drug house, weapons, hazardous materials, sex offender, etc.). These alerts serve to
provide officer safety and other cautionary information about situations that could arise through interactions that they have.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
Not
Offered
The proposed solution shall provide the following level of functionality:
7.1
M
7.2
M
Set multiple cautionary indicators on a record to alert user(s) of special
circumstances associated with that record (i.e. combative, known drug user,
known runner, drug house, meth lab, weapons, hazardous materials, sex
offender, etc.).
Provide immediate visible notification to the user regarding the alert.
Provide a comprehensive description of how the proposed solution satisfies the requirement for Alerts including capabilities, features,
considerations, constraints, and limitations. Include in your description what types of records can include alerts and how many alerts can
be placed on any one record. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 8
Requirement Name: Flagging
New York State Law Enforcement Agencies acquire information on cases, people, places, vehicles, property, phone numbers and
organizations during their daily course of business. These agencies have a need to be able to flag certain records as important to the
investigative process.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
Not Offered
The proposed solution shall provide the following level of functionality with regard to Flagging:
8.1
Set / remove a flag to notify user(s) to contact designated
individual(s) or units. (e.g., Confidential Investigation contact
Trooper Smith at 518-555-5555).
8.2
M
Set a “blind” flag to notify specified user(s) that the record has
been searched or accessed without alerting the user who has
conducted the search or accessed the record. (e.g., Case
investigator notified that confidential informant has been
searched; the searching user is unaware of this notification).
8.3
D
The proposed solution should provide the ability to set a start
date for a flag.
8.4
D
The proposed solution should provide the ability to set an end
date for a flag.
8.5
D
The proposed solution should provide the ability to select the
method of contact when setting a flag (i.e. User dashboard or
email).
Provide a comprehensive description of how the proposed solution satisfies the requirement for Flagging including capabilities, features,
considerations, constraints, and limitations. Reference additional pages, if necessary.
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M
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 9
Requirement: Form Creation
New York State Law Enforcement Agencies have a myriad of responsibilities which shall be tracked within the records management
system. Many of these responsibilities require the use of specialized forms.
The following is a non-comprehensive sample list of forms currently used by NYSP (see Appendix G for pdf’s of these forms):









Accusatory Instrument
Supporting Deposition
Domestic Incident Report
Property Receipt
Use of Chemical Agent / Taser X26
Consent Waiver to Intercept Audio/Video Communication
Incident Verification Form
Destruction Authority Memorandum
Search Warrant Return
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
9.1
M
9.2
M
9.3
D
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CUST
The proposed solution shall allow for agency specific customized forms to be
created.
The proposed solution shall provide the ability to populate forms with any
information previously entered into the system, with the ability to edit and
attach to a case.
The proposed solution should allow for agency specific customized forms to be
created without bidder involvement.
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Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Provide a comprehensive description of how the proposed solution satisfies the requirement for Form Creation including capabilities,
features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 10
Requirement Name: Multi-Tenant System
New York State requires a multi-tenant system (state and local law enforcement) extensible to all Law Enforcement Agencies statewide
while providing independence, flexibility, and security for participating agencies.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
Not
Offered
The proposed solution shall provide independence and flexibility for any participating New York State Law Enforcement Agency including
but not limited to:
10.1
M
User Roles/Access Control
10.2
M
System Administration
10.3
M
Workflow
10.4
M
Agency Definable Code Tables
10.5
M
Report Creation
10.6
M
10.7
M
Record Keeping (e.g. retention periods, sealing of records, requests for
information)
Ability to search Master Indices across tenants with proper authorization.
10.8
M
10.9
M
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CUST
Ability to allow an agency to identify default cases, by statute or incident type to
specific units within their respective agencies.
Ability to perform updates as changes occur to local ordinances via a user
interface. Maintenance of local ordinances shall be administered by the
authorized user within the corresponding local law enforcement agency.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
10.10
D
The proposed solution should allow for agency specific User Dashboard
configuration.
10.11
D
The proposed solution should provide field labels to coincide with each
agencies terminology.
10.12
D
The proposed solution should provide the ability for each agency to specify
Required Fields.
Provide a comprehensive description of how the proposed solution satisfies the requirement for Multi-Tenant System including
capabilities, features, considerations, constraints, and limitations. Also in the description for this requirement provide examples of your
company’s experience with Multi-Tenant Systems (if applicable), including the number and sizes of the agencies utilizing the solution in a
Multi-Tenant environment. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 11
Requirement Name: Narratives and Free Text Fields
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
11.1
M
11.2
M
11.3
M
11.4
D
11.5
D
11.6
D
11.7
D
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CUST
The proposed solution shall provide a narrative function that allows user(s) to
add narratives to assignments, calls for service, cases, arrests and warrants.
The proposed solution shall allow multiple users to add multiple separate
narratives to a single record.
The proposed solution shall allow spell checking of all narrative and free text
fields throughout the proposed solution.
The proposed solution should support rich text formatting to assist in the of
narratives and free text fields.
The proposed solution should allow the user to maximize the narrative screen
to a full screen.
The proposed solution should enable the user to title narratives and display
them in a browse list.
The proposed solution should allow the user the ability to create a hyperlink in
the narrative section to forms, attachments and other RMS cases.
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Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 12
Requirement Name: Remote Access
New York State Law Enforcement Agencies have a need for field officers to access RMS functionality from outside the station
environment. It is expected that officers will be able to complete significant portions of their reporting requirements from the patrol
vehicle or other remote locations. (For example a temporary work location during a major crime investigation)
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
12.1
M
12.2
M
CUST
Not
Offered
The proposed solution shall provide a mechanism to access RMS functionality
from a computer device within the patrol car.
The proposed solution shall be compliant with CJIS security policies
(http://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view ) and
function wholly within the framework of the NYSP/ITS environment (Refer to
Attachment 1.3 Technical Requirements and Appendix Q CJIS Security
Policy).
12.3
M
The proposed solution shall provide a mechanism to access RMS functionality
by using Web based or other mobile devices.
Provide a comprehensive description of how the proposed solution satisfies the remote access requirements including a description of
how the user experience differs when using a computer in the station versus the patrol car, Web based or other mobile devices: what
features might be constrained, restricted, completely different, or behave differently, the types of reports that can be entered, searches
performed, user interface differences, etc. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 13
Requirement Name: Off-line Capability
New York State is a large and geographically diverse state, having a networked solution in all areas will not be feasible, therefore it will be
necessary for the proposed solution to have off-line capability.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
13.1
M
13.7
M
Calls for Service
13.8
M
Case
13.9
M
Assignment
CUST
The proposed solution shall provide off-line capability via a Microsoft Windows
7 PC from within the patrol car and field deployable laptops.
13.2
M
The proposed solution shall be compliant with CJIS security policies
(http://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view ) and
function wholly within the framework of the NYSP/ITS environment (Refer to
Attachment 1.3 Technical Requirements and Appendix Q CJIS Security Policy.
13.3
M
The proposed solution shall have the ability to auto-populate data across forms
associated with a locally stored case.
13.4
M
The proposed solution shall have the ability to automatically transmit
completed work when a connection is re-established.
13.5
M
The proposed solution shall provide the ability for users to electronically sign a
record.
13.6
D
The proposed solution should allow for electronic signatures to be captured
from members of the public.
The Proposed solution shall provide an off-line mode capable of initiating the following:
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Not Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
13.10
M
Deposition
13.11
M
Voluntary Statement
13.12
M
Accusatory Instrument
13.13
M
Appearance Ticket
13.14
M
Domestic Incident Report
The proposed solution shall be capable of printing the following in an off-line mode:
13.15
M
Deposition
13.16
M
Voluntary Statement
13.17
M
Accusatory Instrument
13.18
M
Appearance Ticket
13.19
M
Domestic Incident Report
The Proposed solution shall be capable of incorporating the following code tables in an off-line mode:
13.20
M
New York State Laws
13.21
M
Cities/Towns/Villages
13.22
M
Court information of Cities/Towns/Villages
13.23
D
NYSP Vehicle Numbers
13.24
M
Call Type
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
13.25
M
Person Type
13.26
M
Property Type
13.27
M
Vehicle Type
13.28
M
Location Type
The Proposed solution should provide an off-line mode capable of initiating the following:
13.29
D
Field Contacts
13.30
D
Vehicle Search Reports
13.31
D
Vehicle Inventory Reports
Provide a comprehensive description of how the proposed solution satisfies the off-line capability requirement(s) including capabilities,
features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Audit\Security
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Audit and Security Vision
On a daily basis New York State Law Enforcement Agencies deal with information that ranges from routine to highly sensitive.
The Records Management System shall have the ability to strictly protect confidential and sensitive information from unintended
or unauthorized release while still allowing for a broad range of information sharing among authorized users. The proposed
solution shall be robust enough to allow for the ability to control user access to this information. The proposed solution shall
provide a thorough audit mechanism that allows for the tracking of user activity that meets internal agency policy as well as
external legal requirements.
The following requirements explain in detail the expectations that the agency has for Audit and Security.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 14
Requirement Name: Security
Req.
Req.
No.
Status
Requirement Description
Bidder Responses
COTS
14.1
M
14.2
M
14.3
M
14.4
M
14.5
M
14.6
M
14.7
M
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CUST
The proposed solution shall fully comply with FBI CJIS security policies
(http://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view ).
The proposed solution shall allow the System Administrator to set up agency
defined user, role, unit and group based permissions.
The proposed solution shall provide the ability to limit access by user, by role,
by unit, or by group to create, view, search, edit, add, print, and/or delete
specific types of records, narratives and reports.
The proposed solution shall provide the ability to limit access to attachments
associated with a case to specific users based on role.
The proposed solution shall provide authorized users the ability to review at
any time the user role, unit and group permissions granted within the system.
The proposed solution shall provide a change password function that allows
the user to change their login password without System Administrator
intervention.
The proposed solution shall provide authorized users the ability to grant and
remove temporary access to individuals outside of the agency to a specific
case.
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Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 15
Requirement Name: Data Level Security
A role-based approach will provide adequate security for the majority of business scenarios envisioned by New York State Law
Enforcement Agencies. However in certain circumstances there is a need to limit access to certain portions of a case.
Req.
No.
Req.
Status
Mandatory Requirement Description
Bidder Responses
COTS
15.1
M
15.2
D
Limit access to an assignment within a case.
15.3
D
Limit access to specific narratives.
15.4
D
Limit access to specific person records.
15.5
D
Limit access to specific attachments.
CUST
Not
Offered
The proposed solution shall provide the ability to limit access to certain portions
of a case.
The proposed solution should provide the following level of functionality:
Provide a comprehensive description of how the proposed solution satisfies the data level security requirement(s) including capabilities,
features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 16
Requirement Name: Audit
Retaining a detailed audit record of all activity involving RMS data is critical to meet internal agency auditing requirements and the New
York State requirements for reporting under People v. Rosario (See Appendix D -Glossary). This law requires that any change to any
RMS information is saved and made available for retrieval for criminal prosecution.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
Not
Offered
The proposed solution shall provide authorized users the ability to view a detailed record of activities in the system that shall include the
following information:
16.1
M
ID of the User
16.2
M
Date and Time of the Activity
16.3
M
16.4
M
Actions taken (successful or unsuccessful) including, but not limited to,
Entry, View, Modify, Delete and Print
Before and after values of the changed field
CUST
The proposed solution should provide authorized users the ability to view a detailed record of activities in the system that should include
the following information:
16.5
D
The network access location of the activity
Provide a comprehensive description of how the proposed solution satisfies the Audit requirement(s) including capabilities, features,
considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
RFP22798
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Master Indices
RFP22798
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Master Indices Vision
The New York State Law Enforcement Agencies expect that the proposed solution will have basic Master Indices that correlate
and aggregate information. Master Indices should eliminate redundant data entry by allowing the reuse of previously stored
information and the automatic update of the Master Index upon the entry of report information. Master Index information should
be captured in a variety of ways, such as through assignments, calls for service, arrests and cases. Additionally, Master Index
data should be able to be imported from external sources such as, TraCS, electronic fingerprinting devices, and mug shot
systems The RMS should not allow automatic updates to Master Indices from external systems without authorized user review
and approval. If interfaces exist, a search of Master Index records can be conducted between the systems.
The following requirements explain in detail the expectations that the New York State Law Enforcement Community has for
Master Indices.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 17
Requirement Name: Master Indices
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
17.1
M
The proposed solution shall provide a Master Vehicle Index.
17.2
M
The proposed solution shall provide a Master Person Index.
17.3
M
The proposed solution shall provide a Master Organization Index.
17.4
D
The proposed solution should provide a Master Property Index.
17.5
D
The proposed solution should provide a Master Location Index.
17.6
D
The proposed solution should provide a Master Telephone Index that captures:
 Telephone Number (inclusive of area code and country code)
 Type of Telephone (Home, Cell, Work, etc)
RFP22798
CUST
Page 34 of 110
Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 18
Requirement Name: Master Indices
The proposed solution shall have basic “Master Indices” that correlate and aggregate information from the following records: person,
location, property, vehicle and organization.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
The proposed solution shall have the following functionality for all Master Indices:
18.1
M
18.2
M
18.3
M
18.4
M
18.5
M
18.6
M
18.7
M
18.8
D
RFP22798
When a user is entering a new record the proposed solution shall search the
proper Master Index to determine if a matching record already exists.
The proposed solution shall provide the user with the option to choose a record
from a list of possible matches to update or to add a new Master Index record.
The proposed solution shall provide maintenance functions that permit a record
to be disassociated from one Master Index record and associated to another
Master Index record.
The proposed solution shall provide functions that will allow two or more
Master Index records to be merged into one record.
Master Index information may change over time. The proposed solution shall
provide the ability to maintain older information as new information is added.
In querying a Master Index record, the proposed solution shall provide a user
with the ability to view all related records except for those Master Index records
designated by authorized users as confidential (e.g., Internal Affairs cases and
other confidential investigations).
Linkages among any information contained in the Master Indices (e.g., people
to vehicle or person to person) shall be provided in the proposed solution.
The proposed solution should allow the addition of key identification
information, such as latitude/longitude/altitude coordinates and agency-defined
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Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
reporting areas to support GIS functionality.
18.9
D
The proposed solution should provide from within the RMS the ability to search
Master Index records between interfaced systems (e.g. TraCS, Livescan).
Provide a comprehensive description of how the proposed solution satisfies the Master Indices requirement(s) including capabilities,
features, considerations, constraints, and limitations. Also in the description for this requirement provide how the proposed solution
satisfies Master Indices requirements(s) in a Multi-Tenant environment. Reference additional pages, if necessary.
Click here to enter text.
RFP22798
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 19
Requirement Name: Additional Master Indices
A Records Management System should have basic Master Indices that correlate and aggregate information to eliminate redundant data
entry by allowing the reuse of previously stored information and the automatic update of the Master Indices upon the entry of report
information. In addition to the most common Master Indices; people, locations, property, vehicles, organizations and telephone numbers,
a records management system may support additional master index categories.
Req.
Req.
Requirement Description
Bidder Responses
No
Status
COTS
CUST
Not
Offered
19.1
D
The proposed solution should provide Additional Master Indices as part of the
RMS system.
Provide a comprehensive description of how the proposed solution satisfies the Additional Master Indices requirement(s) including
capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
RFP22798
Page 37 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Case Management
RFP22798
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Investigative Case Management Vision
The Division of State Police is divided into specific geographic regions where Members of the Uniform Force and Bureau of
Criminal Investigation are assigned and respond to all manner of calls. Investigations can range from a simple officer initiated
assist to motorist to a complex long term multi-county homicide investigation involving multiple agencies and thousands of
investigative leads.
The Agency seeks to create an efficient workflow process through the records management system that will assist users at all
levels in the completion of their jobs. Workflow should assist in all levels of investigations from a routine call for service being
completed and forwarded for supervisor review to a criminal investigation started by a Trooper and turned over to an
Investigator. All investigative steps and actions should be documented within the proposed solution, from the initiation of an
assignment to the issuance and execution of search and arrest warrants.
The Division of State Police utilizes CAD’s in only two of the 10 Troops and not all other NYS Law Enforcement Agencies utilize
a CAD to document Calls for Service. This information is still required to be documented. Where CAD’s are utilized by the State
Police, the call for service still needs to be completed within the current RMS. Where CADs are not utilized the documentation
takes place in the current RMS.
The following requirements define the specific needs of the New York State Police as well as other local law enforcement
regarding Investigative Case Management functionalities.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 20
Requirement Name: Call for Service
Currently not all NYS Law Enforcement utilize a CAD to document Calls for Service, however this information is still required to be
documented. Where a CAD is not utilized the documentation takes place in an RMS.
Req.
Req.
Requirement Description
Bidder Responses
No.
Status
COTS
CUST
Not
Offered
20.1
M
The proposed solution shall have the ability to document Call for Service
information when a CAD is not utilized.
20.2
M
The proposed solution shall provide the ability for Supervisory review of all
calls for service.
20.3
M
The proposed solution shall provide a validation process to identify that
mandatory fields have been completed prior to supervisory review.
20.4
M
The proposed solution shall provide a header section that includes an
automatically generated Call for Service number, and other information as
defined by the agency including, but not limited to, ORI, TZS, Case #, TraCS
ID #, Import Data Type, and CAD ID #.
The proposed solution shall store extensive details pertaining to Calls for Service including the following at a minimum:
20.5
M
Date\Time reported
20.6
M
Time dispatched
20.7
M
Time arrived
20.8
M
Time cleared
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
20.9
M
Date\Time of occurrence (to, from range)
20.10
M
Call type
20.11
M
20.12
M
Reporting method including, but not limited to, 911, cell phone, patrol, 7
digit phone line, in person
Business name
20.13
M
Street address including building # and unit/apt #
20.14
M
City
20.15
M
State
20.16
M
Zip Code
20.17
M
Location code (CTV) to include County
20.18
M
Dispatcher
20.19
M
Assigned officer
20.20
M
Assigned Agency Vehicle
20.21
M
Assisting officer (s)
20.22
M
Other Agency Assigned
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
20.23
M
Person(s) Involved
20.24
M
Person (s) Type
20.25
M
Vehicle(s) Information
20.26
M
Narrative
20.27
M
Case Status
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Page 42 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 21
Requirement Name: Confidential Investigations
New York State Law Enforcement Agencies conduct confidential investigations which include but are not limited to Internal Affairs
investigations, applicant background checks, sensitive investigations, undercover investigations (narcotics, terrorism, and organized
crime) and State Fusion Center initiatives. These confidential investigative actions require the ability to limit access to records,
associated attachments, and associated entries within the master indices.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
Not
Offered
The proposed solution shall have the ability to:
21.1
M
Limit Record Access to Authorized Users
21.2
M
Conceal the Existence of a Record from Unauthorized Users
21.3
M
Control Access to Individual Components of an Investigation
21.4
D
The proposed solution should document and track money used to buy
contraband
Provide a comprehensive description of how the proposed solution satisfies the Confidential Investigations requirement(s) including
capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
RFP22798
Page 43 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 22
Requirement Name: Confidential Informants
New York State Law Enforcement Agencies utilize Confidential Informants in the course of conducting business. It is necessary to
provide safeguards for these informants to protect their identities both from the public and from individuals within police organizations.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
Not
Offered
The proposed solution shall have the ability to:
22.1
M
Allow for the Creation of a Confidential Informant within the system.
22.2
M
Track all Contact with the Confidential Informant within the system.
22.3
M
Protect the Identity of Confidential Informants and Sources.
22.4
D
The proposed solution should document and track payments to confidential
informants.
22.5
D
The proposed solution should document signatures of those involved in the
transaction (officers and civilians).
Provide a comprehensive description of how the proposed solution satisfies the Confidential Informants requirement(s) including
capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
RFP22798
Page 44 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 23
Requirement Name: Field Contact
New York State Law Enforcement Agencies conduct interviews either in the field or as a result of an arrest that generate information that
needs to be captured and forwarded for further analysis. A field interview card (FIC) is currently used to document non-criminal contacts
as well as suspicious activity. This information serves as a key input to analytical support (crime analysis) and other investigative
processes.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
Not
Offered
The proposed solution shall have the following level of functionality:
23.1
Ability to document information obtained by officers that is not related to a
specific call for service or case.
23.2
M
Ability to add Field Contact information into a call for service and or a case if
necessary to continue an investigation.
23.3
M
Allow for workflow to forward Field Contacts to agency specified personnel or
units.
23.4
M
Aggregate Field Contact information to allow for searching and analysis
whether it is linked with an investigation or not.
23.5
D
The proposed solution should have the ability to designate specific Field
Contact data as confidential, viewable only to authorized users.
Provide a comprehensive description of how the proposed solution satisfies the Field Contact requirement(s) including capabilities,
features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
RFP22798
M
Page 45 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 24
Requirement Name: Assignments
New York State Law Enforcement Agencies require the ability to create and delegate assignments. These assignments may be standalone (i.e. administrative relays, critical infrastructure checks, or speech assignments) or conducted within an active investigation (i.e.
investigative lead, area search for evidence, or K9 search). In certain cases multiple users are delegated to a given assignment.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
The proposed solution shall have the following level of functionality:
24.1
M
Ability for an assignment to be stand-a-lone or part of an active investigation.
24.2
M
24.3
M
Provide workflow allowing for the assigned individual to report back on the
outcome and status of the assignment.
Allow for the designation of an assignment type.
24.4
M
Provide an assignment description field.
24.5
M
Allow for the documentation of the assignment outcome.
24.6
M
Create a unique number for each assignment.
24.7
M
Denote the user initiating the assignment and the user or users assigned.
24.8
D
24.9
D
The proposed solution should create a unique sequential number for an
assignment within an active investigation.
The proposed solution should provide the ability to link multiple assignments
that are either stand alone or part of an investigation.
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Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
24.10
D
The proposed solution should create recurring assignments.
Provide a comprehensive description of how the proposed solution satisfies the Assignments requirement(s) including capabilities,
features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
RFP22798
Page 47 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 25
Requirement Name: Workflow
New York State Law Enforcement Agencies have a vast array of responsibilities which will be tracked within the records management
system. The proposed solution shall support a concurrent non-linear workflow process. The workflow for these processes can be
simple, such as a single level of review in a linear fashion, or highly complex requiring multiple, concurrent, non-linear reviews. The
workflow process should also allow for rejection and resubmission of work.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
Not
Offered
The proposed solution shall have the following level of functionality:
25.1
M
25.2
M
Allow workflow steps to be directed to the appropriate personnel based on
agency defined criteria such as record type, Penal Law charge, or unit of
assignment.
Maintain workflow history within the system for an agency defined timeframe.
25.3
M
Provide a comment field.
25.4
M
Allow for review at multiple levels.
25.5
M
Allow for submitted work to be forwarded for further review or returned to
submitter for correction.
25.6
M
Apply workflow to all areas within the system (i.e. calls for service,
assignments, case management, property/evidence).
25.7
D
The proposed solution should allow workflow steps to have agency defined
timeframes that can trigger alerts to users.
Provide a comprehensive description of how the proposed solution satisfies the Workflow requirement(s) including capabilities, features,
considerations, constraints, limitations, and number of levels of workflow. Reference additional pages, if necessary.
RFP22798
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 26
Requirement Name: Warrant
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
26.1
M
The proposed solution shall be capable of tracking warrants.
26.2
M
26.3
M
26.4
M
26.5
M
26.6
M
The proposed solution shall create a link between a warrant and the original
investigation.
The proposed solution shall populate a warrant with defendant information
previously documented in a linked investigation including mug shot photo when
available through the Person Record.
The proposed solution shall alert users to the presence of the warrant when
conducting a search of the defendant, associated persons, vehicles, and
property.
The proposed solution shall be capable of tracking multiple warrants for the
same defendant across multiple jurisdictions.
The proposed solution shall create a unique number for each warrant entered.
26.7
M
26.8
M
Issuing Court
26.9
M
Warrant Charges
CUST
The proposed solution shall provide the ability to add multiple narratives for a
warrant.
The proposed solution shall, at a minimum, allow for the documentation of the following information:
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Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
26.10
M
Docket Number
26.11
M
Issuing Judge
26.12
M
Date Issued
26.13
M
Date Received
26.14
M
Date / Time Executed/Disposed
26.15
M
Status/Disposition
26.16
M
Court of Arraignment
26.17
M
Assigned Officer
26.18
M
History of Assigned Officers
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 27
Requirement Name: Arrest Processing
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
27.1
M
CUST
The proposed solution shall have the ability to document arrests in accordance
with New York State UCR / IBR data requirements (See UCR\IBR Requirement
in Attachment 1.2).
(http://www.criminaljustice.ny.gov/crimnet/ojsa/crimereporting/index.htm)
27.2
M
27.3
M
27.4
M
27.5
M
27.6
M
The proposed solution shall interface with the agency’s automated
fingerprinting and mug shot system to send and receive all necessary data
elements (Refer to Live Scan Requirement in Attachment 1.2).
In the event Live Scan is unavailable, or in cases where ink and paper is
utilized, the proposed solution shall have the ability to print and pre-fill DCJS
and FBI finger print cards utilizing data captured during arrest processing.
(See Appendix H - FBI DCJS Cards).
The proposed solution shall utilize the enact date and repeal date columns of
the New York State coded law table to determine if the offense is applicable in
comparison to the incident occurrence date.
The proposed solution shall allow for the designation of offenses as attempted.
The proposed solution shall recognize an attempted offense and its effects on
the degree of crime as per article 110.05 of the New York State Penal Law.
(http://codes.lp.findlaw.com/nycode/PEN/THREE/G/110/110.05)
The proposed solution shall provide for the collection of the following information:
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Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
27.7
M
Date / Time of Arrest
27.8
M
Arrest Location
27.9
M
Court of Arraignment
27.10
M
Return Court
27.11
M
Date / Time for Return Court
27.12
M
Case Number
27.13
M
System Generated Arrest Number
27.14
M
Arresting Officer
27.15
M
Assisting Officers
27.16
M
Criminal Offenses
27.17
M
Criminal Offense Title / Section / Subsection of Law
27.18
M
Criminal Offense Description
27.19
M
Criminal Offense Degree
27.20
M
Counts of Each Criminal Offense
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
27.21
M
Crime Completed / Attempted
27.22
M
Criminal Offense Class
27.23
M
Criminal Offense Category
27.24
M
Arrest Type as Defined by Agency
27.25
M
Arrestee Status (e.g. held, bail bond, appearance ticket)
27.26
M
Bail Amount
27.27
M
27.28
M
Juvenile Status (e.g. held, family court appearance ticket, release to
parents)
Disposition
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 28
Requirement Name: Arrest Debriefing
New York State Law Enforcement Agencies conduct interviews as a result of an arrest that generate information that needs to be
captured and forwarded for further analysis. This information serves as a key input to analytical support (crime analysis) and other
investigative processes. Officers conducting these interviews need to have the ability to document any pertinent information that is
developed separately from the current arrest charges.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
Not
Offered
The proposed solution shall provide the following level of functionality related to Arrest Debriefing:
28.1
Allow for workflow to forward debriefings to agency specified personnel or
units.
28.2
M
Allow for the documentation of information related to a debriefing separate from
current arrest.
28.3
D
The proposed solution should provide a system generated alert to remind
officers to conduct an arrest debriefing.
Provide a comprehensive description of how the proposed solution satisfies the Arrest Debriefing requirement(s) including capabilities,
features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
RFP22798
M
Page 55 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 29
Requirement Name: Multi-Jurisdictional Investigations and Arrests
New York State law enforcement agencies, specifically the New York State Police and county sheriff departments often conduct
investigations that encompass multiple jurisdictions and can result in the arrest of an individual on charges in these different jurisdictions.
Currently, the New York State Police conducts one investigation for these incidents; however, a Member must enter multiple incidents
and arrests not linked within the current RMS except for references in the incident narrative. This requires the Member to rekey the same
information multiple times which can result in errors and conflicting information.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
29.1
M
CUST
Not
Offered
To more accurately reflect the Agency’s investigative process, the proposed
solution shall have the ability to document a single investigation that includes
the arrest of an individual for multiple charges across multiple jurisdictions
(Courts and District Attorney’s Offices). Each jurisdiction must have a unique
arrest record.
Provide a comprehensive description of how the proposed solution satisfies the Multi-Jurisdictional Investigations and Arrests
requirement(s) including capabilities, features, considerations, constraints, and limitations. Also in the description for this requirement
provide examples of your company’s experience with multi-jurisdictional agencies (if applicable), including the size of the agencies using
the solution to satisfy Multi-Jurisdictional Investigations and Arrests. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 30
Requirement Name: Arrests – Other Agency Offenses
New York State Law Enforcement Agencies arrest numerous persons wanted by other law enforcement agencies. In these instances,
the arresting agency is not the New York State UCR/IBR reporting agency for these offenses. The arresting agency has a need to
document the circumstances of the arrest. There may also be some instances where these arrests coincide with the arrest of the subject
for separate and distinct reportable offenses. For example, the State Police arrests a subject for a controlled substance offense and also
for a warrant from another agency.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
30.1
M
CUST
Not
Offered
The proposed solution shall allow agencies to identify offenses that will not be
captured for UCR/IBR reporting purposes, but can be used by the agency for
analysis purposes.
The arresting agency shall be able to properly document the transfer of custody of the arrested person by capturing at a minimum:
30.2
M
Date and time of the transfer
30.3
M
The accepting agency and officer
Provide a comprehensive description of how the proposed solution satisfies the Arrests – Other Agency Offenses requirement(s)
including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
RFP22798
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 31
Requirement Name: Investigative Case Management
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
31.1
M
31.2
M
31.3
M
31.4
M
31.5
M
31.6
M
31.7
M
31.8
M
31.9
M
31.10
M
RFP22798
CUST
The proposed solution shall provide investigative case management resources
that allow for case tracking from initiation to conclusion.
The proposed solution shall have the ability to create cases from assignments
and calls for service.
The proposed solution shall provide the ability to allow an agency to identify
default cases, by statute, to specific units within their respective agencies.
The proposed solution shall allow for the ability to enter a date/time range for
incident occurrence.
The proposed solution shall have the ability to capture the date an officer is
assigned to a case.
The proposed solution shall have the ability to reassign cases (e.g. by TZS,
Member, etc).
The proposed solution shall capture and display the date a case is reassigned.
The proposed solution shall provide the ability to add multiple assisting officers
to a case.
The proposed solution shall provide a history of all officers assigned to and
assisting in a case.
The proposed solution shall include the ability to assign a case status from a
list as defined by the Agency.
Page 58 of 110
Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
31.11
M
31.12
M
The proposed solution shall have the ability to link multiple master indices
within the same case (e.g., multiple occupants in single vehicle).
The proposed solution shall allow users to link associated cases.
31.13
M
The proposed solution shall allow users to create assignments within a case.
31.14
M
31.15
M
31.16
M
31.17
M
31.18
M
31.19
M
31.20
M
31.21
M
31.22
M
The proposed solution shall allow the linking of all related documents and
attachments within a case.
The proposed solution shall provide users the ability to view a list of all forms
and attachments associated with a case.
The proposed solution shall provide the ability to assign a person type based
on an agency defined list (e.g. complainant, driver 1, person interviewed, etc).
The proposed solution shall provide the ability to assign a vehicle status based
on an agency defined list (e.g. stolen, recovered, used in crime, etc).
The proposed solution shall provide the ability to assign a property status
based on an agency defined list (e.g. stolen, recovered, seized, found, etc).
The proposed solution shall provide the ability to designate a case as “no
media” preventing its release to media outlets via the NYSP Newsroom.
The proposed solution shall have the ability to create automatic reminders to
users regarding updates based on case status and submission due dates as
defined by the Agency.
The proposed solution shall provide the user with the ability to track a closed
case with property pending disposition.
The proposed solution shall provide the ability to document cases and
associated fields in accordance with New York State UCR/IBR data
requirements.
31.23
D
(http://www.criminaljustice.ny.gov/crimnet/ojsa/crimereporting/index.htm)
RFP22798
The proposed solution should provide users the ability to sort and organize a
list of all forms and attachments associated with a case.
Page 59 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
31.24
D
31.25
D
RFP22798
The proposed solution should have the ability to electronically compile user
defined court case related documents (e.g. accusatory instruments,
depositions, statements) within a specific case to be sent electronically or
printed.
The proposed solution should provide the ability to assign multiple person
types to the same individual in one incident based on the agency defined
person type list.
Page 60 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 32
Requirement Name: Station Bail
New York State Law Enforcement Agencies often arrest individuals for low level offenses that do not require arraignment in criminal
court, but need to take bail to ensure the arrestee appears in court as specified. These agencies need a method to account for and track
this bail.
Req.
No
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
Not
Offered
The proposed solution should provide station bail features including, but not limited to, the following:
32.1
D
Name and Date of Birth of Arrestee
32.2
D
Offense / Charge
32.3
D
Date and Time Bail was Accepted
32.4
D
Amount of Bail
32.5
D
Court of Jurisdiction
32.6
D
Production of Receipts
32.7
D
Date and Time Bail was Turned Over to Court
RFP22798
Page 61 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 33
Requirement Name: Person Record
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
33.1
M
33.4
M
Suffix
33.5
M
Alias(s)\AKA\Previous Name
33.6
M
Place of Birth – country, city, state
33.7
M
Date of Birth
33.8
M
US Citizen (Y or N)
33.9
M
Country of Citizenship
33.10
M
Resident Status
33.11
M
Age/Age Range
33.12
M
Marital Status
CUST
Not
Offered
The proposed solution shall associate Person Records with an assignment, call
for service, or a case.
33.2
M
The proposed solution shall incorporate a Person Record into the Master Index
upon the entry of uniquely identifiable information.
The proposed solution shall permit a wide variety of detailed information to be maintained for Person Records including, but not limited
to:
33.3
M
First, Middle, Last
RFP22798
Page 62 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
33.13
M
Gender
33.14
M
Race
33.15
M
Ethnicity
33.16
M
Height
33.17
M
Weight
33.18
M
Build
33.19
M
Hair Color (includes bald)
33.20
M
Eye Color
33.21
M
Eyeglasses/Contacts
33.22
M
Facial Hair
33.23
M
Scars/Marks/Tattoos/Piercings
33.24
M
Location of Scar/Mark/Tattoo/Piercing
33.25
M
Description of Scar/Mark/Tattoo/Piercing
33.26
M
General Appearance
33.27
M
Distinguishing Features text field
33.28
M
Skin Tone
33.29
M
Social Security Number (multiple)
RFP22798
Page 63 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
33.30
M
Driver’s License Number with Issuing State (multiple)
33.31
M
FBI Number/State ID number (multiples)
33.32
M
Address - (allow for multiple per person, with type) - (Street Address,
Apartment, PO Box, City, State, Postal Code, County, Country)
33.33
M
Telephone Numbers (inclusive of area code and country code)
(allow for a minimum of three per person with type)
33.34
M
33.35
M
Employment/School (multiple)
 Employed (yes, no, retired)
 Occupation
 Employer/School
 Employer Address
 City, State, Postal Code
 Telephone Number
Veteran Status (active, reserve, discharged, none)
33.36
M
Known Affiliations (organizations, gangs)
33.37
M
33.38
M
Associated Persons (multiple with type of association such as parents,
spouse, guardian)
Associated Persons Address(es)
33.39
M
Associated Persons Telephone Number(s)
33.40
M
eMail Address – (allow for multiple per person with type)
33.41
M
Social Network IDs (multiple and type: Facebook, Twitter, etc)
33.42
M
Miscellaneous Narrative Information Field
RFP22798
Page 64 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
33.43
M
Display Most Recent Mug Shot Photo if Applicable
In addition the proposed solution should maintain at a minimum the following information for Person Records:
33.44
D
Maiden Name
33.45
D
Fictitious Date(s) of Birth
33.46
D
Religion
33.47
D
Condition of Teeth
33.48
D
Left or Right Handed
33.49
D
Alias Social Security Number
33.50
D
33.51
D
Miscellaneous Identification Numbers with ID Type and ID Issuer for each
Miscellaneous Identification Record (including but not limited to probation,
corrections, DNA, fingerprint, Passport, Alien Registration)
Branch of Service
33.52
D
NCIC Fingerprint Identification (HPC Codes)
RFP22798
Page 65 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 34
Requirement Name: Organization Record (e.g. Business, Gang, School, Shopping Center)
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
34.1
M
34.4
M
Organization/Facility Type
34.5
M
Location
34.6
M
Associated Person Name(s)
34.7
M
Associated Organization(s) (multiple and type)
34.8
M
Miscellaneous Narrative Information Field
CUST
Not
Offered
The proposed solution shall associate Organization Records with an
assignment, call for service or a case.
34.2
M
The proposed solution shall incorporate an Organization Record into the
Master Index upon the entry of uniquely identifiable information.
The proposed solution shall permit a wide variety of detailed information to be maintained for Organization Records including, but not
limited to:
34.3
M
Organization/Facility name
In addition the proposed solution should maintain at a minimum the following information for Organization Records:
34.9
D
Doing Business As
34.10
D
34.11
D
Telephone Number (multiple) inclusive of area code, country code and
extension
Telephone number by Type (Home, Cell, Work, etc)
RFP22798
Page 66 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 35
Requirement Name: Vehicle Record
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
35.1
M
35.4
M
Model
35.5
M
Vehicle type (automobile, motorcycle, watercraft, snow mobile, ATV)
35.6
M
Vehicle style
35.7
M
Color (multiple)
35.8
M
Year
35.9
M
Vehicle Identification Number
35.10
M
Registration number
35.11
M
State of registration
35.12
M
Indication if Registration Number is full or partial
CUST
Not
Offered
The proposed solution shall associate Vehicle Records with an assignment,
call for service or a case.
35.2
M
The proposed solution shall incorporate a Vehicle Record into the Master Index
upon the entry of uniquely identifiable information.
The proposed solution shall permit a wide variety of detailed information to be maintained for Vehicle Records including, but not limited
to:
35.3
M
Make
RFP22798
Page 67 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
35.13
M
Associated Person Name(s)
35.14
M
Miscellaneous Narrative Information Field
RFP22798
Page 68 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 36
Requirement Name: Location Record
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
36.1
M
36.4
M
Apartment/Lot/Suite #
36.5
M
City
36.6
M
County
36.7
M
State
36.8
M
Postal Code
36.9
M
Business or Facility name
36.10
M
Location type (residential single family, duplex, multi unit, commercial….)
36.11
M
Phone #
36.12
M
CTV code (see Appendix D - Glossary)
CUST
Not
Offered
The proposed solution shall associate Location Records with an assignment,
call for service or a case.
36.2
D
The proposed solution should incorporate a Location Record into the Master
Index upon the entry of uniquely identifiable information.
The proposed solution shall permit a wide variety of detailed information to be maintained for Location Records including, but not limited
to:
36.3
M
Street Address
RFP22798
Page 69 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
36.13
M
Associated Person Name(s)
36.14
M
Miscellaneous Narrative Information Field
In addition the proposed solution should maintain at a minimum the following information for Location Records:
36.15
D
Intersecting Street(s)
36.16
D
Common name
36.17
D
Mile Post Marker #
36.18
D
Latitude and Longitude
RFP22798
Page 70 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 37
Requirement Name: Property Record
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
37.1
M
37.4
M
Model
37.5
M
Description
37.6
M
Serial Number
37.7
M
Owner Applied Number (OAN)
37.8
M
Property Type Code
37.9
M
NCIC Property Codes
37.10
M
37.11
M
Property Category / Status (e.g. stolen, stolen and recovered, lost,
evidence, nuisance, seized, found, and safe keeping)
Type of Firearm
37.12
M
Caliber of Firearm
CUST
Not
Offered
The proposed solution shall associate Property Records with an assignment,
call for service, or a case.
37.2
D
The proposed solution should incorporate a Property Record into the Master
Index upon the entry of uniquely identifiable information.
The proposed solution shall permit a wide variety of detailed information to be maintained for Property Records including, but not limited
to:
37.3
M
Make
RFP22798
Page 71 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
37.13
M
Drug Type
37.14
M
Drug Quantity
37.15
M
Unit of Measurement
37.16
M
Monetary Value
37.17
M
Associated Person Name(s)
37.18
M
Additional Information Field (narrative)
In addition the proposed solution should maintain at a minimum the following information for Property Records:
37.19
D
Barrel Length of Firearm
37.20
D
Finish of Firearm
37.21
D
Drug Packaging
37.22
D
Distinctive Markings on Packaging
RFP22798
Page 72 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 38
Requirement Name: Orders and Civil Process Management
Some New York State Law Enforcement Agencies have the responsibility to serve legal papers and execute legal
processes. These documents may include writs, summons, subpoenas, judgment orders, civil warrants and orders of protection.
Req.
Req.
Requirement Description
Bidder Responses
No.
Status
COTS
CUST
Not
Offered
38.1
D
The proposed solution should record orders of protection.
38.2
RFP22798
D
The proposed solution should track the service of legal papers and execute
legal processes as required.
Page 73 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 39
Requirement Name: Collision Investigation / Ticketing / DWI Enforcement
One of the primary missions of New York State Law Enforcement is highway safety. As part of that mission, agencies are required to
investigate collisions, issue tickets, and enforce DWI laws. These functions are currently handled by the Traffic and Criminal Software
(TraCS) application. TraCS also interfaces to the Dräger Breath Test Instrument utilized for measuring blood alcohol content for
impaired driving. TraCS Ticket and accident information is transmitted to appropriate external destinations (NYS DMV, courts) utilizing
the Statewide Police Integrated Data Exchange Router (SPIDER).
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
39.1
D
CUST
Not
Offered
The proposed solution should provide functionality to investigate collisions,
issue tickets, and enforce DWI laws, including the generation of documents
related to these activities in a form compatible with New York State Department
of Motor Vehicle (DMV) and Division of Criminal Justice Services (DCJS)
Requirements (See Appendix I - NYS DMV Requirements). Ideally, collision
investigations, ticketing, and DWI enforcement would be supported within the
records management system; these features require remote and off-line
capabilities, an interface to the Dräger Breath Test Instrument, and
transmission to courts and the NYS DMV.
Provide a comprehensive description of how the proposed solution satisfies the Collision Investigation / Ticketing / DWI Enforcement
requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
RFP22798
Page 74 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 40
Requirement Name: Lock-up / Jail Management
Jail management throughout New York State is primarily the responsibility of the corresponding County Sheriff’s Office, however Local
Law Enforcement agencies do have temporary Lock-Ups. These facilities are overseen by the New York State Commission of
Corrections (NYSCOC).
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
40.1
D
40.3
D
Cell / Housing Information
40.4
D
Visitor Logs
40.5
D
Medical Alerts
40.6
D
Account
40.7
D
Historical Booking Data for each Prisoner
CUST
Not
Offered
The proposed solution should be capable of tracking the intake, detention,
release, and / or transfer of prisoners throughout each facility.
40.2
D
The proposed solution should be able to transfer information previously
entered into other parts of the system into the Lock-up / Jail Management
function.
The proposed solution should be capable of capturing, at a minimum, the following information specific to lock-up / jail management:
RFP22798
Page 75 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 41
Requirement Name: Pawn
New York State Law Enforcement Agencies identify and recover personal property that has been reported stolen. Many jurisdictions
require pawnshops to register the items they receive and sell to facilitate this tracking process.
Req.
Req.
Requirement Description
Bidder Responses
No.
Status
COTS
CUST
Not
Offered
41.1
D
The proposed solution should have the ability to automatically check pawned
items against stolen property files as soon as pawn shop data is uploaded to
the proposed solution (either from disk or electronically).
The proposed solution should have the ability to capture and track the following information:
41.2
D
Pawn shop ID number or shop name
41.3
D
Pawn clerk name
41.4
D
Name and address of person pawning items
41.5
D
Items pawned
41.6
D
Date of transaction
41.7
D
Person ID and type of ID used
41.8
D
Value of items pawned
41.9
D
Item descriptions (including any ID/serial numbers)
RFP22798
Page 76 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 42
Requirement Name: Sex Offender Registry
New York State Law Enforcement Agencies are required to manage and track sex offenders.
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
42.1
D
42.2
D
42.3
D
42.4
D
RFP22798
CUST
The proposed solution should have the ability to add Sex Offender Registry
(SOR) information.
The proposed solution should have the ability to import or upload SOR
information.
The proposed solution should have the ability to Auto Alert when lacking
registration and generate appropriate letters for the alert.
The proposed solution should have the ability to print a change of address
report.
Page 77 of 110
Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 43
Requirement Name: Permits / Licenses
Some New York State Law Enforcement Agencies are involved in the issuance and management of permits and licenses for certain
activities.
Req.
Req.
Requirement Description
Bidder Responses
No.
Status
COTS
CUST
Not
Offered
43.1
D
The proposed solution should generate alerts to the permit\license bureau that
permit\license holder had been arrested or received a qualifying traffic
infraction that required review and determination of suspension or revocation.
The proposed solution should track the issuance of a permits and licenses (e.g. alarms, parades, demonstrations) including but not
limited to:
43.2
D
Application process
43.3
D
Documentation and collection of payment
43.4
D
Suspension and revocation
43.5
D
Notifications to permit\license holder (status, expiration dates, suspensions
or revocations)
RFP22798
Page 78 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Property Management
RFP22798
Page 79 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Property / Evidence Management Vision
New York State Law Enforcement Agencies routinely deal with assorted types of property. Property comes into the different
agencies possession as evidence, found property, turned over for safekeeping, or surrendered as nuisance. New York State Law
Enforcement Agencies require a system in which these types of property are documented within the proposed solution. Property
coming into the agencies possession is expected to be subsequently tracked from inception to its final disposition without
duplicative data entry and minimal use of paper forms. It is expected the proposed solution would have capabilities to track,
accurately inventory, and report on all property physically possessed by the agencies. The actual physical location of property
can range, based on the law enforcement agency, from one physical location to more than 200 locations throughout the State,
including the State’s regional crime laboratories. Tracking of this property is expected to be in “real time” so that a user would be
able to ascertain a location and status of either an item of property or multiple items of property grouped together at any given
time.
The following requirements define the specific needs of New York State Law Enforcement Agencies regarding Property /
Evidence Management functionalities.
RFP22798
Page 80 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 44
Requirement Name: Property / Evidence Management - Batching
New York State Law Enforcement Agencies are required to transfer, transport or change the disposition of large quantities of property,
for example a transfer of multiple items of evidence from multiple cases located at a station to a lab for analysis. This process is
currently manual and time consuming. The system shall allow for the batching or the grouping of property for the purpose of transfer,
transport or change in disposition.
Req.
Req.
Requirement Description
Bidder Responses
No.
Status
COTS
CUST
Not
Offered
44.1
M
The proposed solution shall support the transferring of multiple items of
property from one case at a time.
44.2
M
The proposed solution shall support the transferring of multiple items of
property from multiple cases at one time.
44.3
M
The proposed solution shall support the updating of disposition for multiple
items of property at one time.
44.4
D
The proposed solution should support transferring/linking items of property to
another case.
44.5
D
The proposed solution should support grouping and ungrouping of multiple
items of property.
Provide a comprehensive description of how the proposed solution satisfies the Property / Evidence Management - Batching
requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
RFP22798
Page 81 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 45
Requirement Name: Property / Evidence Management – Quality Control
New York State Law Enforcement Agencies take into their possession large quantities of property for various reasons; however each
piece of property has its own value and must be cared for and protected. Therefore, these agencies have a strong need to maintain the
integrity of all property that comes into their possession. The system shall allow for quality control functions to include validations of
entries, review of changes, and the ability to take corrective actions as required.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
Not
Offered
The proposed solution shall permit extensive controls of all property entered including but not limited to:
45.1
M
45.2
M
45.3
M
45.4
M
45.5
M
45.6
M
45.7
M
Providing a mechanism to prevent duplicate use of a user assigned
alphanumeric property identifier within the same case.
Providing a mechanism to prevent the duplicate entry of the same item of
property within a case.
Requiring a user to document a reason for changes to certain agency defined
property data fields after saving the record.
Allowing a user with the proper authority to delete a saved property record
which must be accompanied with a reason for deletion.
Providing the ability for notification to proper authority for approval of changes
to saved property records.
Allowing a user with proper authority to manually correct an error in the chain
of custody of an item of property.
Providing a validation process to verify mandatory fields have been completed.
Provide a comprehensive description of how the proposed solution satisfies the Property / Evidence Management – Quality Control
requirement(s) including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
RFP22798
Page 82 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Click here to enter text.
RFP22798
Page 83 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 46
Requirement Name: Property / Evidence Management
New York State Law Enforcement Agencies take into their possession large quantities of property that must be tracked from initial entry
through disposition (i.e., chain of custody) for a given case. This property can be categorized as evidence, nuisance property, seized
assets, found property or property retained for safe keeping. Having a records management system that allows users to properly
document, track, and inventory property is of the highest priority.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
46.1
M
The proposed solution shall track property utilizing a 2D barcode.
46.2
M
46.3
M
46.4
M
46.5
M
46.6
M
46.7
M
The proposed solution shall track property/evidence from initial entry through
disposition (i.e., chain of custody) for a given case.
The proposed solution shall allow for the use of bar codes and scanners, as
well as manual entry to track property from initial entry through disposition (i.e.,
chain of custody).
The proposed solution shall allow authorized users to print copies of the chain
of custody for each case and for individual property items.
The proposed solution shall be able to generate and print/reprint a bar coded
property tag containing a 2D bar code and agency specified information from
previously entered data.
The proposed solution shall provide an audited method or mechanism for
conducting a physical inventory of all items assigned to a storage location,
including multiple nested levels: (e.g., Vault, Area within Vault, Shelf, SubSection of Shelf).
The proposed solution shall incorporate timers / notifications, based on agency
defined criteria (e.g., to notify appropriate users when property is eligible for
release, sale, or destruction).
RFP22798
CUST
Page 84 of 110
Not
Offered
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
46.8
M
The proposed solution shall support the treatment of vehicles as evidence
when required. When a vehicle is evidence, the vehicle information shall
appear along with the other evidence items within a case.
46.9
D
The proposed solution shall require a user to document a reason for reprinting
a property tag.
The proposed solution shall permit a wide variety of detailed information to be maintained for all property possessed by an agency
including but not limited to:
46.10
M
Case Number(s)
46.11
M
Station Name / Other Agency Name
46.12
M
Offense Type / Classification
46.13
M
Offense Date
46.14
M
County of Occurrence
46.15
M
Investigating Officer
46.16
M
System Generated Property Number
46.17
M
46.18
M
User Assigned Alphanumeric Property Identifier Specific to an Individual
Case
Property Description
46.19
M
46.20
M
46.21
M
RFP22798
Property Category / Status (e.g. evidence, nuisance, seized, found, and
safe keeping)
Initial Instruction (Hold at Station, To Troop, To Lab)
Storage Location Consisting of Multiple Nested Levels: (e.g. Vault, Area
within Vault, Shelf, Sub-Section of Shelf)
Page 85 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
46.22
M
Collected By
46.23
M
Collection Location
46.24
M
Collection Date / Time
46.25
M
Link(s) to Associated Person(s)
46.26
M
Transferred From (name or location)
46.27
M
Transferred To (name and location)
46.28
M
Transfer Date / Time
46.29
M
Transfer Reason
46.30
M
Multiple Electronic Signature(s) for Each Transfer
46.31
M
Text field for “Disposition Instructions to Evidence Custodian”
46.32
M
Disposition
46.33
M
Disposition Type
46.34
M
Disposition Date
46.35
M
Disposition Authorized by
46.36
D
RFP22798
The proposed solution should track property that may be associated with
multiple cases.
Page 86 of 110
Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Reporting\Searching
RFP22798
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Searching, Reporting, and Crime Analysis Vision
An essential aspect of New York State Law Enforcement Agencies is capturing, processing, and storing detailed information on
law enforcement-related criminal and non-criminal events. Agencies need to be able to standardize the reporting and analysis of
a majority of the data it collects. To this end, the proposed solution shall support robust searching, reporting, analytical and
investigative tools for all system users, utilizing information from any area within the system. These tools shall provide the
flexibility to aid all Agencies in the completion of their duties, from a Trooper or Patrolman investigating crimes within a small
geographic area, to a NYSIC Investigator providing a state wide analysis of crime trends.
The following requirements explain in detail the expectations that the agency has for Searching, Reporting and Crime Analysis.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 47
Requirement Name: Reporting
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
47.1
M
47.2
M
47.3
M
47.4
M
47.5
M
The proposed solution shall provide standard reports (see Appendix J Standardized Reports for list of the minimum expected standard reports).
The proposed solution shall provide for a report authoring environment within
the system allowing for the creation of custom agency reports that can be
integrated in the system (e.g. adding logos, changing fonts, standardize lookand-feel).
The proposed solution shall provide the ability to create graphs, maps, and
timelines using data from the agency’s records and GIS data.
The proposed solution shall allow the user to export all data in the system to
standard file formats including, but not limited to, CSV, Excel, Word, Text, and
XML.
The proposed solution shall provide the ability to print reports to PDF files.
47.6
M
The proposed solution shall provide a print preview function for all reports.
47.7
M
47.8
M
47.9
M
The proposed solution shall support scheduled batch reporting and the
electronic delivery of reports.
The proposed solution shall provide ad hoc reporting functions that allow the
user to create, customize, and save reports for future use without requiring
programming or SQL code.
The proposed solution shall provide the ability to save and share queries used
to generate ad hoc reports.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
47.10
D
47.11
D
47.12
D
RFP22798
The proposed solution should allow the user to export all data in the system to
standard XML through a supported SOAP web service API.
The proposed solution should incorporate crime scene pictures, crash photos,
or other files attached to records or cases.
The proposed solution should provide automatic consecutive numbering of
pages when all reports authored under the case number requested are run
electronically or printed that would identify and show the completeness of the
record.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 48
Requirement Name: Advanced Report Creation Tools
The proposed solution shall provide advanced reporting tools that allow authorized advanced users within the agency to modify existing
reports and create new reports with no restrictions as to which database objects can be accessed within the system allowing these
reports to be made available to system users. In addition, there is a need for data to be extracted from the system to utilize 3 rd party tools
to create reports.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
48.1
CUST
M
Not
Offered
The proposed solution shall allow the use of field data and metadata across all
functional areas and indexes in reports.
48.2
M
The proposed solution shall allow combining results from complex queries that
span many record types and indexes.
48.3
M
The proposed solution shall allow standard content reports that accept
definable parameters at report run time.
48.4
M
The proposed solution shall allow 3rd party reporting tools to be used to extract
data and create reports.
Provide a comprehensive description of how the proposed solution satisfies the Advanced Report Creation Tools requirement(s)
including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 49
Requirement Name: Searching
Req.
Req.
Requirement Description
No.
Status
Bidder Responses
COTS
49.1
M
49.2
M
49.3
M
49.4
M
49.5
M
49.6
M
49.7
M
RFP22798
CUST
The proposed solution shall allow the user to search any field or any
combination of fields within the system.
The proposed solution shall allow searches or queries that (a) do not restrict
results by case sensitivity, (b) allow for exact matches of specific data or data
meeting a range of parameters including greater than, less than, between,
contains, and/or, wildcard and fuzzy search and (c) save and share those
search criteria.
The proposed solution shall allow for advanced search capabilities including,
but not limited to, the following:
 Soundex search on all names, monikers and aliases
 Phonetic replacement in name searches
 Diminutive and common variations on names (e.g. Bill for William)
The proposed solution shall provide the ability to print search results.
The proposed solution shall provide ad hoc query capability that allows the
user to choose fields, apply filters, define the sort order and save the queries
for future use.
The proposed solution shall allow for attachments saved in standard formats
(i.e., text delimited, comma delimited, HTML, PDF, and Excel) to be included in
search results.
The proposed solution shall support the export of search results in standard
formats including but not limited to text delimited, comma delimited, HTML,
PDF, Excel and Access.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
49.8
M
49.9
M
49.10
M
49.11
M
49.12
M
RFP22798
The proposed solution shall provide a means to restrict search results based
on security settings within the agency.
The proposed solution shall allow for a summary and an expanded view of
search results.
The proposed solution shall provide the ability to navigate from summary
search results to individual records displayed within the search and back to the
summary results.
The proposed solution shall allow an existing query to be modified.
The proposed solution shall provide for the ability to limit searches based on
geographical proximity (i.e. within 30 miles of a specified location).
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 50
Requirement Name: Crime Analysis / Analytical Support
New York State Law Enforcement agencies currently utilize crime analysis to collect, collate, analyze, and disseminate timely, accurate,
and useful information on a daily basis as an investigative tool. These agencies are also required to collect and provide statistical and
tactical analysis for internal administrative reporting purposes and external requests.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
50.1
M
50.2
M
50.3
M
50.4
M
50.5
M
50.6
M
50.7
M
50.8
M
50.9
M
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CUST
The proposed solution shall support the collection and reporting of information
to conduct Crime Analysis (e.g. By Troop, Time, Date, Day of Week, Incident
Report Number, Field Contact Data, Type of Offense /Section of Law).
The proposed solution shall support reporting to satisfy NYS UCR/IBR
requirements.
The proposed solution shall support reporting required under the Clery Act
(Jeanne Clery Disclosure of Campus Security Policy and Campus Crime
Statistics Act: 20 U.S.C. § 1092). (http://clerycenter.org/jeanne-clery-act).
The proposed solution shall provide validation of addresses and distinguish
between addresses that have been validated and addresses that have not.
The proposed solution shall allow addresses to be geo-coded upon entry
utilizing the NYS GIS Geo-coding Service (See Appendix F - NYS GIS
Program Office Geocoding Services).
The proposed solution shall create graphs, charts, maps and timelines using
data from the agency’s records and GIS data.
The proposed solution shall allow navigation between linked records within the
system (calls for service, incident reports, arrests, master indices etc.).
The proposed solution shall provide the ability to store the results of the
analysis within the system for a time period as defined by the agency.
The proposed solution shall provide the ability to manually enter x and y
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
coordinates into the proposed solution.
50.10
D
50.11
D
The proposed solution should support the collection and reporting of Citation
information to conduct Crime Analysis.
The proposed solution should interface or incorporate analytical support tools
in real time, such as crime mapping software, and link-analysis (e.g. i2
Analyst’s Notebook), data mining, spatial and temporal tools.
Provide a comprehensive description of how the proposed solution satisfies the Crime Analysis requirement(s) including capabilities,
features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 51
Requirement Name: Telephone Call Record Analysis
Many investigations involve the collection of telephone call records from land-line, wireless, and VOIP service providers. Depending
upon the provider, these call records may be received in wide variety of formats and contain thousands of connections. Connection
information may include meta data such as the target phone number, associated phone number, incoming / outgoing information, time
and date of the call, call duration, tower information, and GPS information.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
Not
Offered
The proposed solution should have the following Telephone Call Record Analysis functionality:
51.1
D
Ability to import and analyze call records.
51.2
D
Distinguish between call, text message, and voicemail transmissions.
51.3
D
51.4
D
Cross reference phone numbers with names and organizations within the
master indices.
Identify relationships between phone numbers (link analysis).
51.5
D
Develop comprehensive reports, including charts and graphs.
51.6
D
Ability to map GPS data from call records.
Provide a comprehensive description of how the proposed solution satisfies the Telephone Call Record Analysis requirement(s) including
capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 52
Requirement Name: Criminal Intelligence
The New York State Intelligence Center (NYSIC) is an all-crimes, multi-agency fusion center responsible for the collection, analysis, and
timely dissemination of criminal and counterterrorism intelligence to Federal, State, local, and tribal law enforcement agencies outside of the
New York City area. The main objectives of the NYSIC is to consolidate statewide activities associated with preventing, investigating, and
responding to criminal activity and terrorism; coordinate the State’s intelligence efforts; and liaison with the New York State Office of Homeland
Security, and Federal, State, and local emergency management officials.
The NYSIC provides information and support in several capacities to include but not be limited to:
 Investigative Support (e.g. link charts, timelines, case and target information packets, toll analysis, maps, detailed case analysis)
 Strategic Analysis and Report Writing (Vigilance Project, Suspicious Activity Report analysis)
 Tactical Analysis and Report Writing (e.g. intelligence and officer safety bulletins, command post support)
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
52.1
D
52.2
D
CUST
The proposed solution should provide the ability for NYSIC records to comply
with Federal Regulations (28 CFR Part 23).
https://www.iir.com/Home/28CFR_Program
The proposed solution should have the ability to create and label records to
indicate levels of sensitivity such as sensitive, restricted, and unrestricted
records.
52.3
D
The proposed solution should provide a mechanism for removing intelligence
information from the system based on an agency defined timeframe.
Provide a comprehensive description of how the proposed solution satisfies the Criminal Intelligence requirement(s) including
capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Records
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Records Vision
New York State Law Enforcement Agencies currently retain a wide variety of records associated with law enforcement activities
as required by New York State and Federal Regulations. The proposed solution shall be able to identify juvenile, sealed, and
purged records. New York State Law Enforcement Agencies frequently receive requests for information from numerous
individuals and organizations. Therefore, the proposed solution shall be able to document the request process as well as be able
to redact information from an incident or case prior to its distribution.
The following requirements define the specific needs of New York State Law Enforcement Agencies regarding Records
functionalities.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 53
Requirement Name: Sealing
New York State Law Enforcement Agencies receive sealing\unsealing orders from courts pursuant to New York State Criminal
Procedure Law (CPL) Sections 160.50 (http://codes.lp.findlaw.com/nycode/CPL/TWO/H/160/160.50), 160.55
(http://codes.lp.findlaw.com/nycode/CPL/TWO/H/160/160.55) and 375.1 Family Court Act
(http://codes.lp.findlaw.com/nycode/FCT/3/7/375.1).
Sealing applies to a specific person and all mention of that person throughout the associated case record. Access to sealed records is
limited to a small set of an agency’s personnel. There are some instances where sealed records may be seen by other personnel (e.g.
police officer applicants). The sealing process within the New York State Police involves multiple units\levels throughout the agency.
The process is currently linear, cumbersome, time consuming and does not provide any tracking ability for the person initiating the seal.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
The proposed solution shall provide the ability to:
53.1
M
Allow access to sealed records to limited agency personnel.
53.2
M
Seal and unseal records with the proper security access.
53.3
M
Seal an existing juvenile arrest record.
53.4
M
53.5
M
Track sealing workflow within the system allowing for multiple users to
perform the necessary steps in the process simultaneously.
Allow temporary access to sealed records to select personnel.
53.6
M
Partially seal a record involving multiple defendants.
53.7
M
Produce reports indicating records that have been sealed or unsealed.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
53.8
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M
Allow sealed records to be counted in statistical reporting (e.g., There were
100 burglaries in 2013, 95 can be reviewed, 5 are sealed).
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 54
Requirement Name: Minimum Retention Period / Purging Records
Per New York State Police policy, a minimum record retention period is currently entered in to the Criminal Records System. These
minimum retention periods are determined by internal policy utilizing the Penal Code Law or type of case. If a request for information is
submitted for a case, the minimum retention period will be extended. Currently the NYSP maintains an Index of limited information for
the sole purpose to document that a record did once exist but has subsequently been purged.
Req.
No.
Req.
Status
Mandatory Requirement Description
Bidder Responses
COTS
CUST
The proposed solution shall provide the ability to:
54.1
M
54.2
M
54.3
M
54.4
M
Produce reports indicating records that had their minimum retention period
updated.
Support purging of records with authorized user approval.
54.5
M
Utilize batch processing functionality to purge records.
54.6
M
Produce reports indicating records that have approaching purge dates.
54.7
M
Produce reports providing a list of records that are purged.
54.8
D
The proposed solution should provide the ability for authorized users to search
and identify records as purged and view minimal record data (e.g. Case
Number, Name, Incident Date, Arrest Date, Reporting Officer, Purge Date) for
the sole purpose to document that a record did once exist but has
subsequently been purged.
RFP22798
Create or generate a minimum record retention\purge date for each record
based on business rules.
Update retention period date for a specific record.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 55
Requirement Name: Juvenile Arrests
The State of New York requires special handling of information related to juvenile arrestees. A juvenile arrestee is someone who was
less than sixteen years old at the time of the offense. Juvenile arrest records shall be distinguishable from adult arrest records and
clearly defined within the proposed solution. There are some instances where juvenile records may be seen by other personnel for
specific situations (e.g. review of police officer applicants).
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
The proposed solution shall provide the ability to:
55.1
M
Distinguish juvenile arrests records from adult arrest records.
55.2
M
Allow temporary access to juvenile records to select personnel.
55.3
M
Restrict access to juvenile arrest records based on system security access.
55.4
M
55.5
M
55.6
M
Provide safeguards to prevent the unintentional release of protected juvenile
arrest information.
Allow a juvenile arrest record to be part of summary search results but restrict
access to the detailed arrest record.
Allow juvenile arrest records to be counted in statistical reporting (e.g., There
were 100 arrests for burglary in 2013, 95 are adults, 5 are juveniles).
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 56
Requirement Name: Youthful Offender Status
New York State Law Enforcement Agencies receive adjudications for some defendants of Youthful Offender status pursuant to New York
State Criminal Procedure Law (CPL) 720.35.
(http://codes.lp.findlaw.com/nycode/CPL/THREE/U/720/720.35)
Access to Youthful Offender records is limited to a small set of police personnel. There are some instances where youthful offender
records may be seen by other personnel for specific situations (e.g., for police officer applicants).
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
The proposed solution shall provide the ability to:
56.1
M
Restrict access to youthful offender records based on system security access.
56.2
M
Clearly define youthful offender records within the system.
56.3
M
Allow temporary access to juvenile records to select personnel.
56.4
M
Allow youthful offender records to be counted in statistical reporting (e.g., There
were 100 assault arrests in 2013, 95 can be reviewed, 5 are adjudicated youthful
offender)
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 57
Requirement Name: Records Requests – Redaction
New York State Law Enforcement Agencies receive requests for records pursuant to state statutes, including the Freedom of
Information Law (FOIL) (http://www.dos.ny.gov/coog/foil2.html) and NYS Public Officers Law Article 4 Section 66-a
(http://law.onecle.com/new-york/public-officers/PBO066-A_66-A.html).
Additionally, other government agencies and law enforcement entities may request criminal and non-criminal records. The majority of
records requested reside within the records management system but some do not. Each state statute dictates processing
requirements (e.g., FOIL requests are date sensitive). The requests received pursuant to law are tracked.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
Not
Offered
The proposed solution shall have the ability to provide redaction functionality including but not limited to:
57.1
M
Create a “redline” or draft version of the redaction of reports within the system
57.2
M
Allow a supervisor to review draft redactions via workflow
57.3
M
Save copies of the redacted versions
57.4
M
Allow for printing of a certified copy of a record
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 58
Requirement Name: Records Request - Management
New York State Law Enforcement Agencies receive requests for records pursuant to state statutes, including the Freedom of
Information Law (FOIL) (http://www.dos.ny.gov/coog/foil2.html) and NYS Public Officers Law Article 4 Section 66-a
(http://law.onecle.com/new-york/public-officers/PBO066-A_66-A.html).
Additionally, other government agencies and law enforcement entities may request criminal and non-criminal records. The majority of
records requested reside within the records management system but some do not. Each state statute dictates processing
requirements (e.g., FOIL requests are date sensitive). The requests received pursuant to law are tracked.
Req.
No.
Req.
Status
Requirement Description
Bidder Responses
COTS
CUST
Not
Offered
The proposed solution shall have the ability to track requests for records including but not limited to:
58.1
M
Receipt of request (e.g. request type, status, date of request, due date)
58.2
M
Response (e.g. decision type, actions taken date of completion)
58.3
M
Appeal& Lawsuit (e.g. date, decision type, resulting action)
58.4
M
Due dates and reminders
58.5
M
Creation of form letters
58.6
D
The proposed solution should have the ability to track fees / payments (e.g. fee
amount, notification of fee, payment, date received)
Provide a comprehensive description of how the proposed solution satisfies the Records Request - Management requirement(s)
including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Additional Desirable Functionality
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 59
Requirement Name: Additional Desirable Functionality
Req.
No
Req.
Status
Requirement Description
Bidder Responses
COTS
59.1
D
CUST
Not
Offered
New York State has an interest in learning of any other application capabilities
available from Bidders above and beyond functionality needed to meet the
requirements contained within this RFP. Please provide in the space below
and on additional pages, if needed, a description of any solutions that could be
made available to New York State that that have not been put forth in this
document. Please note that any costs associated with these capabilities shall
be itemized in the Bidder’s cost proposal.
Provide a comprehensive description of how the proposed solution satisfies the Additional Desirable Functionality requirement(s)
including capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
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Attachment 1.1 - RMS Functional Requirements
New York State Law Enforcement Records Management System
Requirement Number: 60
Requirement Name: Computer Aided Dispatch (CAD)
The New York State Police currently has two Troops utilizing two different computer aided dispatching systems (Valor and HTC). In
addition to Valor and HTC, the New York State Police receives CAD information from several county-owned CADs. The New York State
Police is expecting to undertake an initiative in the future to consolidate its current CAD operations into one system and expand CAD
capabilities to all New York State Police dispatch centers and vehicles.
Req.
No
Req.
Status
Requirement Description
COTS
60.1
Bidder Responses
Not
Customer
CUST Offered
Site
D
With this in mind, New York State is requesting information
regarding the Bidder’s CAD functionality. If the Bidder is
interested, provide licensing types, implementation options and
features for your system and/or each of the system’s components
including scenarios for a multi-tenant system taking into account
the potential large variation in the size of each agency that may be
supported from 5,000+ people to under 50. Please do not include
cost information in this section. Please note that any costs
associated with these capabilities shall be itemized in the Bidder’s
cost proposal.
Provide a comprehensive description of how the proposed solution satisfies the Computer Aided Dispatch (CAD) requirement including
capabilities, features, considerations, constraints, and limitations. Reference additional pages, if necessary.
Click here to enter text.
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