Arms Policy Board Regular Meeting

Area-wide Records Management System ARMS Policy Board Meeting Minutes DATE: August 18, 2016 3:30 PM nd PLACE: City of Urbana – 2 Floor Conference Room 400 South Vine Street, Urbana, IL MEMBERS PRESENT: Chief Jeff Christensen, UIPD Chief Anthony Cobb, CPD Lt. Jeff Wooten, RPD Chief Pat Connolly, UPD Sheriff Dan Walsh, CCSO MEMBERS ABSENT: None STAFF PRESENT: Sanford Hess, Urbana IT Dave Wakefield, Urbana IT OTHERS PRESENT: None 1. Call to Order The meeting was called to order at 3:33 p.m. 2. Additions to the Agenda There were none. 3. Approval of Minutes  Motion to approve the agenda by Chief Cobb and seconded by Chief Christensen.  The minutes passed unanimously. 4. Public Input There was none. 5. Staff Report  eCitations o Sanford gave an update that the deadline for the eCitations RFQ was moved back a week to August 26. o Sanford reported that NTAs and Crash Reporting were re-affirmed as key requirements. Page 1 of 3  ARMS Policy Board Meeting Minutes – August 18, 2016  Development Update o Dave completed out three smaller enhancements. o The SAO inquiry was delivered so that SAO can see which Field Reports (and Supplementals) exist for an incident. o Field Reporting Permissions is in programming now.  Chief Christensen asked about the Use of Force entry. If a UIPD officer recorded the Use of Force on a report in a different jurisdiction, then how will it show up?  Sanford said it will show up in the officer’s “home” Jurisdiction, due to the Badge Number’s Jurisdiction.  Chief Connolly asked about having the “Assist other Agency” report associated with the Person.  Dave described that the entry of the “Assist other Agency” could be associated with the person, but it would require a second step.  The current process shows you only your own Jurisdiction’s contacts.  Documentation update: o The Documentation writer is rejoining the ARMS team. o Her first task will be to update the Field Reporting User Help. 6. Reports of committees and officers. There were no committee reports. 7. Unfinished business.  Proposed ARMS Security Policy o Sanford walked through the draft version that was sent in the meeting packet. o Decisions were made:  The ARMS team will be the primary contact for creating user IDs.  Password resets will not be decentralized to the Government Agencies. o Chief Cobb asked about tracking “who looked at what records” in ARMS.  Sanford said that it would be added to the “To Do” list.  Sanford announced that the CJIS text will soon pop-up when people sign on to ARMS. o Later, a setting could be put in place to not display the CJIS warning if jurisdictions already have that as part of their network sign on.  Other agencies coming on to ARMS. o Sanford said that this will probably occur more as eCitations are rolled out. 8. New Business  A discussion occurred regarding capturing critical information related to people, e.g. medical conditions. Page 2 of 3 2  ARMS Policy Board Meeting Minutes – August 18, 2016 o ARMS updates were discussed. This information would be entered as “F10” Special Alerts. o Separately, there’s a need to communicate this information to HR for employees. That is outside of ARMS. o There was a discussion about identifying common “Names” records based on a match of name and DOB, and identifying Special Alerts across all of them.  Sanford suggested that the ARMS User Group should have more seats, and have them assigned by role in addition to jurisdictions. o Sanford proposed 2 seats per jurisdiction. o Sanford proposed 5 Seats reserved by role: records, patrol officer, patrol sergeant, detective, and a read-only agency representative. 9. Adjournment.  Chief Cobb made a motion to adjourn, seconded by Lieutenant Wooten and approved unanimously.  The meeting adjourned at 4:42 PM. Page 3 of 3 3