USER MANUAL TO THE
BALL STATE UNIVERSITY POLICE DEPARTMENT'S
RECORDS OFFICE SYSTEM
An Honors Thesis (CS 499)
by
Catherine M. Schlueter
Dr. Rahul Dhesi
Ball State University
Muncie, Indiana
May, 1986
Spring 1986
I
'~
C'" ....
TABLE OF CONTENTS
!,"'~
. ~)"-) :~:
PAGE
INTRODUCTION
• • • • • • • • • • • • • • • • • • • • • • ii
SYSTEM FUNCTIONS AND RESTRICTIONS
• • • • • • • • • • •
1
STARTING UP AND SHUTTING DOWN THE SYSTEM • • • • • • • •
8
EXAMPLES OF USING THE SYSTEM • • • • • • • • • • • • • • 10
ERROR MESSAGES • • • • • • • • • • • • • • • • • • • • • 31
SYSTEM RECOVERY
• • • • • • • • • • • • • • • • • • • • 34
TYPE OF ACTIVITY CODES • • • • • • • • • • • • • • • • • 36
INDEX
• • • • • • • • • • • • • • • • • • • • • • • • • 38
i
INTRODUCTION
This user manual is intended to be used as a
guide for
working with the Ball State University Police Records Office
IBM PC-XT with dBASE III PLUS.
train
new
workers
to
use
The manual should be used to
the
"users," and to help daily users
system, thereby to become
to work
correctly through
some special situations.
For training
purposes, the first section in the manual
gives an explanation of
Some restrictions
performance are
familiar
the system performs.
that must be followed for correct systems
also
with
the functions
listed.
these
All
users
should
be very
limitations before attempting to work
with the system.
Following this section is
heavily by
the trainee.
another
that
will
be used
The second section walks the user
through the routine necessary to start using the system (the
standard
startup
procedure).
turning the system off,
Also, the routine steps for
or system
shutdown procedures, are
outlined.
The
third
section
system performs (runs).
user what
gives
examples
Step-by-step
routines
the
instructions tell the
to do to get to the right routine, along with the
responses the computer gives when an
entered.
of
The
appropriate command is
computer responds with messages on the screen
of the terminal, and
examples of
these screens
are shown.
Again, this section is geared toward training a new user.
ii
New users
and daily users will find the fourth section
to be extremely helpful.
This section
that
write
the
meaning
computer
of
procedure
the
for
may
error
getting
on
message,
out
of
lists error messages
the terminal screen.
as
the
well
as
error
A
the correct
condition, are
explained.
Special situations of
dealing
are discussed in Section 5.
electronic age,
than
problems
forms and metal
for
the
user
encountered
to
computer problems
Since computers are part of the
their usage
file
with
quirks are
often more complex
using manual typewriters, paper
cabinets.
Step-by-step instructions
follow in unusual circumstances, such as
power outages, are presented.
The final section is
either this
manual or
a
the system
answers to standard questions.
the use
guide
for
where
to
look in
operation manual to find
Both manuals are specific to
of the police records system implemented on the IBM
PC-XT using dBASE III PLUS.
iii
1
Section 1:
SYSTEM FUNCTIONS AND RESTRICTIONS
The functions
would need
of the
a computerized
system of record-keeping
to meet were defined following an in-depth study
manual
department.
record-keeping
system
used
by
the police
These functions are:
1)
to keep accurate records; (State laws require
that police
records
be
maintained for
ninety-nine years.)
2)
to provide for easier record retrieval; (In
the manual system, cross-referencing records
in order to study patterns or trends in crime
was highly complex and time-consuming. A
computerized
database--an orderly storage
area for
records--makes cross-referencing
information very accessible.)
3)
to allow public access to records. (State
laws say
that certain
records must be
available for public inspection. A computerized database allows for finding a specific
record very quickly.)
These functions are performed using one microcomputer in the
records office.
The system allows data entry, data retrieval, statistical tallying, and the preparation of the daily report.
entry is similar to the typing
quicker since
of paper
forms but
and
blank.
The
correct position
The computer knows where each blank begins
automatically
there.
is much
the carriage return and space bar do not need
to be used to place the typing head in the
for each
Data
places
the
entered information
(like manual files,
but
with
cursor
(the
typing
head)
is stored in six databases
faster
referencing).
These
2
databases
are
as
follows:
complain,
case,
casestat,
incident, supplement, and master.
Data retrieval can be
reports can
be seen
by one
of two
methods.
Entire
when a print or an edit are performed.
Pieces of pertinent data only are displayed when a search is
made on
the files.
Files can be searched on names, a case
report number, a type of crime or activity, the status
case, a
type of
personal involvement,
of a
information about a
vehicle, or a range of dates.
Statistical tallies are made on the information entered
into the
databases.
The
tallying routine counts the types
of activity that have occurred for the specified
date.
The
monthly totals are kept in the M_Tallies database.
The making
the computerized
received
for
of daily
reports is
also simplified using
system.
Information
about each complaint
that
specific
date
displayed, allowing the user to see
The user
(12 a.m. to 12 a.m.) is
what the
then directly types a summary.
with the case report number and time of
in the Daily_re(port) database.
old files are removed, each time
If the
reason,
case entails.
The summary, along
reporting, are kept
This database is purged, or
the routine
is performed.
user wants to save a copy of a daily report for some
the
different name
Daily_re
database
can
be
stored
under
a
by using the "copy" command described in the
backup section of the system operation manual.
3
Some limitations on user actions do exist and should be
heeded for
proper execution
example, if the screen
displays a
"Yes"
"Yes"
or
a
"No,"
a
system functions.
of the
message prompting
or
"No"
a
Similarly, if the screen prompt simply
For
for a
should be typed.
shows "YIN,"
just a
"Y" or an "N W will do in response.
The format in which information is typed or keyed in is
important for more than simple responses.
matches on
data when
information must
hyphens
in
be
phone
the database
exactly
numbers,
having all
names and
same.
social
are
This
security
very
ordering
system,
before
"Abrams"
would
"AARON."
key
a
"b"
"Aaron"
be
in
the
screen
Also,
is
the
entry
locked
to a computer's
an "A1" therefore,
placed
in
alphabetically
To avoid this possible confusion,
alphabet keys typed will
In
comes
alphabetically
Likewise,
should
numbers, and
other alphabetic information typed in
According
"AARON."
means that
important.
similar type cases is necessary.
be
to find
files are searched, the
the
especially case report numbers
In order
front
of
prior
to
the <Caps Lock>
position, meaning that all
automatically appear
as capitals.
programs, the programs will read all
capitals even if the <Caps Lock> is not toggled on1 however,
in
the
edit
programs,
they are typed.
is that
For this reason, a practical recommendation
the <Caps
choose not to use
screen entries are read exactly as
Lock> key
all
always be toggled on.
capitals
when
If you
entering narratives,
4
details or
summaries, be sure to turn the lock back on when
finished with that entry!
or
locked
by
pressing
(The <Caps Lock> key is turned on
the
key
once; pressing the key a
second time releases the lock or turns the capitals off.)
If the
character
user
attempts
(letter,
to
number,
enter
or
an
invalid
symbol)
during
type of
the entry
process, the computer will not accept the character, and the
cursor will
remain in the position it was.
During editing,
if an invalid character is entered, a message appears at the
bottom of
the screen, informing the user that the entry was
incorrect.
Error messages are covered more in Section 4.
Entering numbers into date
fields
must
cisely to keep from getting error messages.
9,
want to enter is February
"02/09/86."
The
numbers must be
1986,
slashes (/)
typed;
the
it
will be
be
done pre-
If the date you
must
be
typed as
in place so only the
important
point
is
that the
leading zero must be typed!
Unlike putting
should not
reading
leading zeroes in dates, leading blanks
be
used
when
lower
case
and
confuse the ordering of
"SELLERS
"is
entering
capitals,
information.
the leading blank will
entered information.
the correct
way to
For example,
enter a name
that is too short to fill the 20-space blank (the
do
"
not
have
to
be
Just as
typed--simply
SELLERS" would be incorrect and would
as being alphabetically in front of "REED
20 spaces
return) ;
be read
"
5
Another important
an "N W in any field
".f." or a
entry procedure
which
These
appears
is to type a "Y" or
on
fields are
the
screen
with a
called "logical" fields
and can not be guaranteed to be read as you
intended unless
you fill them in yourself.
Some restrictions
apply to
late tallies· routine.
date must
When the prompt asks for a date, the
be chronologically
tallies were last calculated!
be run
until all
the running of the "calcu-
after the date shown for when
Also, the
records for
routine should not
that day have been gathered1
the tallies routine looks for any complaint entered
date, so
if tallies
are run
activities may be counted
mind that
twice for
twice.
The
the same day, some
user should
you
keep in
tallies are calculated, and daily summary reports
are entered, for the time period from midnight
If
on that
are
to
enter
to midnight.
a range of dates, remember that the
beginning date must be prior
to
or
the
same
day
as the
ending date!
If old
records need
may need to be taken.
floppy
disk
and
to be
searched, special measures
If the records have been
removed
from
the
space limitations, the record can no
standard way.
copied to a
hard drive because of
longer be
read in the
To use information stored on floppies, do the
following steps:
1)
place the correct diskette
close the drive door1
in
drive
A and
6
2)
in dBASE III PLUS type "set default to a" and
<return>; (See Section 2 for how to enter
dBASE III PLUS interactive mode.)
3)
type "set path to c:\police" and <return>;
4)
type "do main" and <return>;
5)
use the old data as you would the current
data on the hard drive.
Some restrictions must be
because of
the computer
placed
on
system itself.
key hit twice in succession interrupts
currently running.
the
same
the process
in
Typing <Ctrl>C (the
letter C key simultaneously) can have
certain
situations.
dangerous combination is <Ctrl><Alt><Del>.
typed simultaneously will erase
database
files
that is
If you hit it once accidentally, hit any
and the
effect
user simply
The "Esc" (escape)
other key to cancel the escape command.
control key
the
open.
are okay
to use
To
especially
These three keys
all data
currently
An
from programs and
avoid
difficulties,
but should
still be used
avoid these keys!
Other keys
with caution.
Consult the
dBASE III PLUS manuals for more
information concerning these keys.
keys are
key Fl
assigned to
is a
databases
programs).
help in
special "help"
(without
the
F6 shows
Generally, the function
working with databases.
key for
assistance
the
status
of
The
working directly with
of
the records office
the
machine
and the
meanings of the other function keys.
Many letters
typed in
have special meanings, too.
conjunction with the <Ctrl> key
For
example,
program changes
7
can be
When
saved (stored
editing,
special
the
into the
control
cursor-control
screen from
scrolling.
scrolling
If
you are
program) by typing <Ctrl>W.
key-letter
functions.
UP1
combinations
<Ctrl>S
striking
any
have
will stop the
key
resumes the
unsure of what any combination will
do, do not try it!
The arrow keys may be used
information,
and
interactive mode.
to
repeat
to edit
commands
Refer to the dBASE
records, enter new
in
dBASE
III PLUS
for more information on how to use these keys.
III PLUS
user manual
8
Section 2:
To start
STARTING UP AND SHUTTING DOWN THE SYSTEM
the operation
of the
police records system,
you need only complete a few simple steps.
very first
time you
have started
(If this
is the
the system, refer to the
system operation manual section on system installation to be
sure the equipment is ready to go!)
For daily operation, do
the following steps.
1.
Turn on all the equipment--the IBM PC-XT, the
screen monitor, and the printer. A message
should appear on the screen saying that the
memory space checks okay.
2.
At the
prompt (in DOS, "C>" ) type "cd
police" then <return>. The prompt will now
say "C:\police>"~ type "dbase" and <return>.
3.
A license agreement will now appear on the
screen. Type <return> again.
4.
At the dBASE III PLUS prompt (»), type "do
main. " This will start the programs for the
records office.
To exit the system
at
the
end
of
the
day,
do the
following steps.
1.
Respond to all the menu selections by typing
the number to return to the previous menu or
to exit the system.
2.
At the dBASE
then <return>.
3.
Remove any floppy left in drive A.
4.
Turn off the printer, the screen monitor, and
the XT.
To exit
1.
III PLUS prompt, type "quit,"
the records office programs only, just do Step
You are in the interactive mode and can enter
PLUS commands
directly!
Consult
dBASE III
the dBASE III PLUS manual
9
for further directions in
want to
again.
reenter the
using the
records office
language.
If
you now
system, type "do main"
10
Section 3:
EXAMPLES OF USING THE SYSTEM
The structure of the records office system is
a series
of menus.
easy way
to accomplish
"menu" consists
These menus
provide the
the task
needed to
at a
on
the
are
user with an
be done.
Each
of a list of processes that can be run7 the
user may choose only one item
menus
based on
discussed
in
time!
Errors occurring
following
section.
See
Figure 1 for a sample menu.
The databases used by
variety of
ways.
The
the
If
he chooses
can
or
to enter
use
current
new, another
will appear asking for the type of record
enter.
should
report.
Under
be
ordinary
entered
Since
be
used
circumstances,
before
this may
either
the
ones (Figure
menu (Figure 3)
he would
like to
the complaint card
case
or
incident
not always be possible, the system
will allow a complaint card to be entered after the
incident
report
is
in a
first decision the user must make is
whether to enter new records
1).
system
filled
in7
however,
case or
any information
ordinarily on the complaint card will remain blank until the
complaint has
been entered.
Also,
a special code in the
complaint card record will have to be set to show
whether a
case or an incident report has been entered.
To
manually
set
this
complaint card (Figure 4).
bit,
Then
the
by
user must enter the
returning
to
(first) menu, he selects to use the current records.
next menu (Figure 5),
he
selects
the
option
the top
At the
for editing
11
Edit the
current records.
priate case report numberl
get
down
to
the
report has been
corresponds to
last
filed,
complaint card
return or
with the appro-
field, type_repor.
type
the complaint,
an
arrow key to
use the
If an incident
ftI.ft
If a case report
type a ftC. ft Save the change
by typing <Ctrl><End>.
In addition
allows
to editing,
printing,
searching,
ftusing ft
and
the current records
tallying or summarizing.
Printing is an option that shows the complete report, either
on the
monitor or actually typed to paper.
printer has paper before you instruct
(Make sure your
the computer
to make
you a fthard copy.ft)
The searching
option allows for eight general types of
searches (Figure 8).
most often
These searches will be the ones needed
(Figures 9-15).
run a special search that
office programs.
In such
Occasionally, you
is
not
set
in
the records
a case, follow the directions to
get out of the records office system but
PLUS.
up
may wish to
stay in
Select whatever databases you will need.
dBASE III
(The system
operation manual has complete listings of the fields in each
database.)
Then
using
standard
language, enter your request.
dBASE
III
An example follows.
Say you want to know the locations where
cars have
had on-campus auto accidents.
people in red
The general search
for type of crime could be used, but with a
on-campus auto
PLUS command
large number of
accidents, sorting through the cases to find
12
which ones
involved red
simply
red
on
cars,
cars could
too,
be tedious.
would
display lots of entries
besides on-campus accidents.
Writing
be
trouble.
done
without
too
much
database to select would be CASE.
are
interested
"cam_local."
"066."
are
The
your
own
In
search can
this
The fields
"veh_color,"
veh_color is
Searching
case, the
in which you
"type_off,"
"red," and
and
the type_off is
(A list of the code numbers for the various types of
activity tallied can be found at
At the
prompt type
"display all
= '066'"
'RED' .and. type_off
locations where
displayed
on
programming
the case
the
and
the back
cam_local for veh_color
and
<return>.
=
A list of
report met both specifications is
monitor.
user
of this manual.)
manuals
Consult
for
the
more
dBASE
III PLUS
help in devising
your own searches.
Tallying the records requires nothing from the user but
to
enter
a
date.
To
see
the
results of the tallying,
however, the option to view tallies must be selected (Figure
Then
16) •
entered.
number
the
appropriate
month, or range of months, is
(If you want to see only one month, type
for
both
the
the same
beginning and end--and remember your
leading zeroes since a month is part of a date field1)
Typing the daily summaries
than running the tallies.
for which
actually
you
want
compose
and
to
requires a
bit more effort
In addition to providing the date
prepare
enter
the
the
summaries,
summary.
you must
The summary is
13
entered into
standard
a
"memo"
keyboard
field,
character,
uses a word processor to make
a
has
field
that
accepts any
a very long length, and
carriage returns
and entire-
line erasures to fix one little character unnecessary.
Memo fields
are also used for the details section of a
complaint card, the narratives of case and incident reports,
and
supplemental
reports.
message will appear with
field and
When
a memo is encountered, a
instructions for
getting into the
saving your typing when you are finished with the
field (Figure 17).
The steps are as follows.
1.
Type <Ctrl><PgDn>.
2.
Type your text.
3.
Type a <return>.
4.
Type <Ctrl><End> to save
return you to the message.
S.
Type <return> again to continue with what you
were doing.
your
text
and
14
BALL STATE POLICE RECORDS OFFICE
Choose a selection from below.
1.
Enter new records
2.
Use current records
3.
Exit the system
Enter your selection: 1
Figure 1
This shows
the top menu for the records office system.
The user has selected to enter new records in this example.
15
BALL STATE POLICE RECORDS OFFICE
Choose a selection from below.
1.
Enter new records
2.
Use current records
3.
Exit the system
Please review the options shown above,
and this time select one of them!
Press any key to continue •••
Figure 2
This
shows
the
message
incorrect selection has been
than a
1, 2,
displayed.
or 3
is typed
the system displays after an
typed.
If
any
number other
for this menu, the message is
Press any key, then enter a 1, 2, or 3.
16
ENTER NEW RECORDS
Choose a selection from below.
1.
Enter a complaint card.
2.
Enter an incident report.
3.
Enter a case report.
4.
Enter a supplemental report.
5.
Exit to main menu.
Enter your selection: 1
Figure 3
This shows a user choosing
card.
After
the
complaint
to
enter
a
new complaint
is entered, the user will see
this menu again and will get to make another selection.
The
user may choose to enter another complaint card or any other
type of report, or to exit to the top menu.
17
ENTER COMPLAINT CARD FOLLOWING • • •
COMPLAINT:
THIS IS ONLY A SAMPLE
C R NUMBER: 0909-090
RECID BY:
01
DATE:
09/30/09
TIME:
0909
LOCATION:
POLICE RECORDS OFFICE
SELLERS
COMPLAINANT--LAST:
FIRST:
ROBERT
MIDDLE:
C
ADDRESS--STREET:
305 N. COLLEGE
CITY:
MUNCIE
STATE:
IN ZIP:
PHONE:
285-1832
CAR (1):
CAR (2):
10-23:
47306
UNIT (1):
UNIT (2):
10-24:
Figure 4
This shows
a user
plaint card.
The user
screen
by filling
cursor~
the user
in the
process of
entering a com-
is guided through the fields by the
a field
or by
hitting <return>,
advances from one field to the next.
The user may
return to a previous field by using the up or left arrow.
18
USE CURRENT RECORDS
1.
Edit current records.
2.
Print current record.
3.
Calculate tallies/prepare daily report.
4.
Search current records.
5.
Exit to main menu.
Enter your selection: 4
Figure 5
This shows
type of
activity he
Here a user is
records.
the menu
used to
prompt the
user for the
wants performed using current records.
selecting the
option to
search the current
19
EDIT CURRENT RECORDS
1.
Edit a complaint card.
2.
Edit an incident report.
3.
Edit a case report.
4.
Edit a supplemental report.
5.
Exit to previous menu.
Enter your selection: 5
Figure 6
This shows
Editing
records
a user
is
selecting to leave the edit option.
necessary
to
update
files
as
more
information is received and needs to be added to the files.
20
PRINT CURRENT RECORDS
1.
Print a complaint card.
2.
Print an incident report.
3.
Print a case report.
4.
Print a supplemental report.
S.
Exit to previous menu.
Enter your selection: 3
Figure 7
This
shows
the
menu
wants a case report printed.
prompt the
is found,
printed on
for printing reports.
From
here, the
computer will
user to enter the case report number.
the user
paper.
the user specified!
is asked
whether the
The user
If a case
report should be
Then the report is printed in the manner
21
FIND DESIRED RECORDS
Search on one of the following options • • •
1.
2.
3.
4.
5.
6.
7.
8.
Name
Report number
Type of crime/incident
Status of investigation
Vehicle information
Type of personal involvement
Range of dates
Return to previous menu
Enter your selection: 7
Figure 8
This
programs
shows
will
asked to enter
range.
the
common
perform.
a
Pertinent
searches
By
beginning
the
records office
selecting 7, the user will be
and
information
an
ending
date
for the
from any complaints entered
during those dates will be displayed.
22
SEARCH ON NAME
1.
2.
3.
4.
5.
6.
7.
8.
9.
Complainant
Victim
Witness
Offender
Suspect
Missing person
Applicant
Runaway
Return to previous menu
Enter your selection: 5
Figure 9
This shows categories of
MASTER
will
be
searched.
suspects will be displayed.
names for
By
which the database
selecting
5, names of any
23
SEARCHING ON REPORT NUMBER
Enter a report number:
0909-090
Search in progress • • •
Recordi complaint
18 THIS IS ONLY A SAMPLE
date_rec time_rec
09/30/09 0909
Press any key to continue •••
Figure 10
This shows
report number.
the result
of choosing to search on a case
24
SEARCHING ON TYPE OF CRIME/INCIDENT
Enter number code:
091
Search in progress • • •
Record. crnum
date_occ cam_local
3 1285-106 12/10/85 4TH FLOOR CENTER WEST ELEVATOR
Press any key to continue •••
Figure 11
This shows the result of searching
of
activity.
crimes or
summary.
After
incidents
entering
of
that
the
type
on a
code,
will
specific type
any records for
be
displayed in
25
SEARCH ON STATUS
1.
2.
3.
4.
5.
All active case reports
All active incident reports
One specific case report
One specific incident report
Return to previous menu
Enter your selection: 3
Figure 12
This
shows
case status.
the
options
available for searching on a
SEARCH ON VEHICLE
1.
2.
3.
4.
5.
6.
7.
8.
9.
Make
Color
Year
Model
Body
License year
License state
License number
Return to previous menu
Enter your selection: 8
Figure 13
This shows the various
types of
performed on vehicle information.
searches that
can be
27
SEARCH ON TYPE OF INVOLVEMENT
1.
2.
3.
4.
5.
6.
7.
8.
9.
Complainant
Victim
Witness
Offender
Suspect
Missing person
Applicant
Runaway
Return to previous menu
Enter your selection: 3
Figure 14
This
shows
the
options
of
personal involvements on
which the database files can be searched.
28
SEARCHING ON RANGE OF DATES
Enter beginning date:
Enter ending date:
10/30/85
12/31/
Make sure the correct data files are loaded
for the dates you have selected.
Figure 15
This shows the user
for the
time.
search of
in the
process of
entering dates
activities during the specified range of
29
CALCULATE TALLIES/PREPARE DAILY SUMMARY
1.
Calculate a single day's tallies
2.
View tallies over range of months
3.
Prepare Daily Summary
4.
Exit to previous menu
Enter your selection:
2
Figure 16
This shows the routines that can
be performed for
calculating tallies and preparing summary reports.
of tallies that the
user has
selected shows
The view
the count for
each type of crime during the months the user asks to see.
30
TO ENTER DETAILS, TYPE Ctrl-PgDn.
AFTER ALL DETAILS ARE ENTERED, TYPE <RETURN), THEN Ctrl-End.
WHEN YOU RETURN TO THIS SCREEN, OR IF YOU DO NOT
WISH TO ENTER ANY DETAILS, PRESS <RETURN).
DETAILS memo
Figure 17
This shows the message displayed when the user is ready
to
enter
the
details
details field is a
field.
field
special
of
kind
the complaint card.
of
field
called
The
a memo
The user simply follows the directions given to type
the text and have it saved!
31
Section 4:
ERROR MESSAGES
Error messages are intended to help
problems
he
addition to
below, the
may
be
the
having
records
dBASE III
when
office
the user
using
error
the
system.
In
messages discussed
PLUS users manual lists some messages
that can occur when working with that sytem,
not closed,"
to solve
such as "files
"file creation error," or "invalid data type."
Consult the dBASE III PLUS manual for information.
1.
Incorrect menu option
"Please review the options
shown above,
and this time
select one of them!"
This means
as an
option.
continue
you did
First
• • • " by
not type one of the numbers listed
clear the
pressing
number and <return> when
message "Press
any
key.
the prompt
any key to
Then type a valid
for you
to enter your
selection appears.
2.
Report already filed
"This report
has already
return to the menu, type 'No.'
been filed.
If you
If you wish to
wish to
try another
number, type 'Yes.'"
This means
that a report having the case report number
you typed is already in
checking to
see if
If you typed the
again, type "Yes."
the
you had
database.
If
you
were only
entered the report, type "No."
number incorrectly
Hit <return>.
and would
like to try
32
3.
No complaint card
"This
report
has
no
Please be sure to enter one
corresponding
complaint
in
have
order
to
card.
a complete
report."
This message
appears when a case or incident report is
entered prior to entering the complaint
case report
number.
The
the same
case or incident report may still
be entered, but the user should
in Section
card with
follow the
steps described
3 to make sure the complaint card information is
complete.
(If the complaint card database is not completed,
the
or
case
incident
can not be completely printed since
printing uses information from the complaint card.)
4.
No report filed
"This report has NOT been filed.
to the menu, type 'Yes.'
If you wish to return
If you wish to try another number,
type 'No.'"
This message is generated when you attempt to
edit a report that is not found in the database.
to return to the menu.
print or
Type ·Yes"
Typing "No" will allow you
to enter
a new number, in case you mistyped the first time.
5.
No report filed
"The database has no report of that number."
This
message
occurs
programs which check the
case report.
If the
in
the
status of
one_inc
a specific
and
one_case
incident or
number you typed was not a valid case
33
report number, the message will appear.
Simply hit <return>
and try the menu option again if you desire.
34
Section 5:
Systems
recovery
is
terminal fails for some
dures are
lost.
SYSTEMS RECOVERY
necessary whenever the system or
reason.
If
proper recovery proce-
not followed, important data could be permanently
The following
that can
situations
explain
kinds
of failure
occur and procedures to make recovery as simple as
possible.
A system
crash
occurs
when
the
components fail to function correctly.
related
to
faulty
disk
nesses.
processing
drives,
chips,
or
see if
any data
The problem could be
memory
boards,
circuitry,
any number of other machine weak-
Once the hardware
trained professionals,
machine (hardware)
problem
has
been
corrected by
the directories should be checked to
has been
lost.
See
the system operation
manual for listings of files that should be in the directory
and for any needed backup procedures.
A power failure can
As with
most failures,
at the time of
also cause
only files
failure will
some data
to be lost.
that were open (in use)
be affected.
Follow the same
recovery procedure recommended for a system crash.
If you
should need
to turn
the computer
process (or if it
accidentally gets
the
as
same
effect
a
power
off in mid-
turned off),
this has
failure to your open files.
Backups may need to be done for lost data.
When the <escape> key is typed twice consecutively, the
process is
interrupted.
A message appears asking the user
35
to cancel, ignore,
user
to
sequence.
continue
or
suspend.
with
no
"Ignore"
damage
done
will
by
allow the
the
escape
If you choose to cancel, data from open files may
be lost, and backups may be needed.
type_off type_name
CRIM.ARRST
001
002
TRAF.DUI
003
TRAF.DWI
004
ARSON
ASSAULTSEX
005
006
ATTMPTTHEF
007
BURG.AUTO
008
BURG.LOCKR
009
BURG.PHOME
010
BURG.UBLDG
011
BURG.UDORM
012
DISORDCOND
013
FIGHTS
014
STU.DISTRB
LOITERING
015
016
VAGRANCY
017
TXHARASS
018
PER. HARASS
019
DOM.ADULT
020
DOM.CHILD
021
PUB.INTOX
022
EMBEZZLEMT
FORGERY
023
024
FRAUD
025
GAMBLING
026
JUVENILE
027
LIQU.ADULT
028
LIQU.MINOR
MURDER
029
030
NARCOTICS
031
NARC.CONFD
032
PROWL/PEEP
RAPE
033
034
ROBBERY
035
SEXOFF/NR
036
SEXOFF/IEX
037
SEXOFF/PRO
038
SUBVERSACT
039
SUSP.SUBJ
040
SUSP.VEHIC
041
THEF.AUTOA
042
THEF.INCAR
043
AUTO THEFT
044
RECOVD.VEH
045
THEFBSUEQU
046
THEF.BIKE
047
DORMTHEFTS
048
FAILTOPAY
049
CYCLETHEFT
050
OTHERSTHEF
051
THEF.PHOME
052
PURSESNATC
053
SHOPLIFT
054
THEFUBLDGS
055
THEFVENDIN
056
THREATBOMB
057
THREATPERS
058
VANDALISM
059
WEAPONS
060
WEAPONCONF
061
TRESPASS
062
SOLICITORS
063
AMBULCALLS
TYPE OF ACTIVITY CODES
064
065
066
067
068
069
070
071
072
073
074
075
076
077
078
079
080
081
082
083
084
085
086
087
088
089
090
091
092
093
094
095
096
097
098
099
100
101
102
103
104
105
106
107
108
109
110
ANIMALCALL
ASSISTCALL
CARACCCAMP
CAMPERSINJ
CARACCOFFC
OFFCPERINJ
CARACCBSUV
BIKESTRUCK
HIT SKIPS
CYCLESTRUC
PED.STRUCK
FINGPRINTS
ARSON
FIRE CAR
FIREMARIED
FIRE FRAT
FIRE PHOME
FIRE UBLDG
FIRE UDORM
FIRESUSORI
FIRE TRASH
FALARMMALF
FALARMSET
FALARMSMOK
FIRE DRILL
FOUND
LOST
MAINTENANC
MENTAL CAS
MISSINGPER
NOISE COMP
ATHLET.ACC
ACC.MARRYD
ACC.FRAT
ACC.OFFCAM
NVACCOTHER
ACC.UBLDGS
ACC.UDORMS
RECOVDPROP
SUICIDES
SUIC.ATTMP
TOXICSPILL
PARK COMP
TOW-INS
SECURALARM
SECURVIOLA
TRAFFCSTOP
37
38
INDEX
*** The page numbers are preceded by nUn if cited from the
user manual. "S" denotes the system operation manual.
backup procedures S6
blanks U4
Caps Lock U3, Sl
daily summary report U12
database files S2, S4-7, SIOO
date fields U4
directory S2-4
editing reports UlO, U32, S7
entering reports UlO, U3l, U32
figures U14
file structures S98
floppies, usage U5, S6
format files S97-99
hardware Sl
installation S2
interactive mode (dBASE III PLUS)
keyboard usage U4, U6, Sl
logical fields U5
memo fiels U13
printing reports Ull, U32
program files S9-96
searching databases Ull
shutting down the system U8, S5
source code S9-99
spaces U4
starting up the system U8
structure charts SllO-120
system recovery S5, U34
testing S7
type of activity codes U36
U9