GENERAL QUESTIONS

Incident reporting is the function of capturing, processing, and storing detailed information on all law enforcement related events handled by the department, including both criminal and noncriminal events. The incident reporting function collects sufficient information to satisfy the National Incident-Based Reporting System (NIBRS) or the Uniform Crime Reports (UCR). Incidents often are initially documented as a Call For Service (CFS) in a Computer-Aided Dispatch (CAD) system. LEMIS is a complete Records Management System (RMS) that performs all of the functions of an Incident Reporting system.

Yes. LEMIS IBR is designed to meet the following general requirements of an RMS:

  • Single entry (i.e., no duplicate data entry)
  • Automatic extraction of data to the Louisiana LIBRS database
  • Maximum use of code tables
  • Ability to enter and query narrative(s)/text fields
  • Spell check and formatting capability on narrative(s)/ text fields
  • Single agency database
  • Validation on data entry (i.e., logical edits, edit checks for all fields)

Yes. Names in the Master Name Index are captured in a variety of ways, including: Complaints, Incidents, Citations, Warrants, Tickets, Arrests, Bookings, or as a Victim. The LEMIS Master Name Index (MNI) function links an individual master name record to every event (e.g., incident report, arrest report, field interview, tickets, citations and warrants) in which the individual was involved or associated. Every person identified within these events is given a master name record. Should that person become involved in another event, the single master name record is linked to all of the other events so that by querying that one name, the system can produce a synopsis of all the involvements associated with that one person. The LEMIS Master Name Index is implemented within the guidelines provided by the Bureau of Justice Assistance, U. S. Department of Justice.

Yes. A supplemental report is used to add new information to the case after the initial incident report has been submitted, closed, or at any time during the process. The creation of a supplemental report may result from information gained during additional investigation and also may result in updating the status of the investigation, possibly bringing it to closure. Investigators are typically the individuals within the law enforcement agency responsible for follow-up investigation and for creating supplemental reports. To that end, they must be able to query and retrieve the initial incident report and use it as a baseline document for the supplemental report. Multiple officers must be able to simultaneously create and add supplemental reports regarding the same incident or event. All supplemental reports are linked to the original incident report.

Yes. The LIBRS Submission Module is designed to extract LIBRS data from the LEMIS database on a monthly basis and submit it to the Louisiana state LIBRS database administered by the Louisiana Sheriffs’ Association and the Louisiana Commission on Law Enforcement. The process is very simple: choose the month and year to process, then click Submit — all LIBRS data for that month is pulled from the database and placed in a file that can then be uploaded to Louisiana’s LIBRS database. From there the data is converted to NIBRS data and sent to the FBI.

Lemis IBR has the ability to generate submission files for both LIBRS and UCR. You can easily generate these files for individual incidents, or entire months at a time. In either case, when you generate the submission files you’ll be presented with an error report and a “Flat File” for use in submitting your data. This error report will show you Warnings and Errors about the information you’ve submitted.

In the case of LIBRS, Warnings provide insight into ways that you can make your data more clear or descriptive. Warnings don’t cause the incident to be rejected from submission, but should be attempted to be fixed if possible. Errors, however, represent conflicting data or missing requirements, and must be resolved in order for the incident to be accepted for submission.

In the case of UCR, reporting documents contain only summary data; counts of specific qualities about the incidents you’re reporting. Because of this, there’s no way to assume the values for data that is missing like we can do in LIBRS (for instance, if a value is blank, we can insert “Unknown” in LIBRS, but in UCR we would be skewing reporting data). As a result, if required data is missing from a UCR-reported incident all or part of the incident can’t be included in the submission file. (EG: An arrest won’t be counted if the offender’s age is missing)

To alleviate this, Lemis IBR runs all UCR submission files through LIBRS validation – LIBRS has more stringent requirements, and therefore in 99.9% of cases is able to notify the user that there are problems with their UCR submission. If you check your error report after generating UCR submission files and see either Errors or Warnings, that means all or part of that incident are not going to be included in your UCR submission, and you need to go back and resolve the issues for that incident to be included properly in the submission.

While this strategy is largely effective, it is not foolproof. A common example would be Ethnicity of a Person – LIBRS allows for “Hispanic”, “Non-Hispanic”, and “Unknown”, however UCR does not allow for “Unknown”. So in this case, the LIBRS validation that the UCR-reported incident goes through would not trigger any errors or warnings, however the incident would still not be included because it doesn’t match the UCR submission requirements.

Therefore it is imperative that you BOTH verify that the Error Report is clean and also carefully check your numbers against what you see yourself in Lemis IBR when submitting UCR

SOFTWARE COMPONENTS

Yes. The jail management component of LEMIS IBR is called LOCKDOWN, and can handle all aspects of managing a jail facility, including Booking, Medical, Classification Processing, Billing and Logging all activities and events while in custody.

Yes. The Warrant Module is designed to track warrants that the agency will be serving and that include the physical location of the warrant. It also tracks and records any warrant-related activity or status changes. The Warrant Module contains information pertinent to the warrant, including Docket Number, Date Warrant Issued and Bond Amount (if any).

Yes. The Citation Module can record both traffic and non-traffic citations.

Yes. The Tickets Module is designed to track municipal parking tickets.

  • CAD
    • Unit Report – Listing of units available for dispatch along with officer assigned
    • Log – Radio log history
  • Complaint
    • Logs – Listing of all complaints, including complainant, officer assigned, type of complaint, etc.
    • Complaint Time Analysis – Listing of all complaints, including time of Call for Service, time of dispatch, time arrived, time cleared, etc.
    • Complaint Summary Log – Summary of number of complaints received daily, grouped
      • Date Received
      • Location
      • Officer Dispatched
      • Complaint Type
      • How Handled
    • Log – Radio log history
  • Incident
    • Incident Logs
      • Listing of incidents within designated time period, sorted with the following options
        • Date Reported
        • Incident Number
        • Offense
      • Summary Incident Logs by Incident Number or Date Reported
      • Incidents Pending Review – Listing of incidents under review
      • Incidents Pending Closure – Listing of incidents where review is complete and status is Pending Closure
    • Arrest Logs
      • Arrest Report
      • Arrest Log By
        • Date Arrested
        • Incident Number
        • Office/Relationship
        • Offense
      • Summary Arrest Log By
        • Date Arrested
        • Office/Relationship
      • Arrest Pending Disposition
  • Citations
    • Citation Logs By
      • Date Issued
      • Defendant
      • Offense Code
      • Type/Number
      • Date Paid
      • Officer Relation
    • Summary Log By
      • Date Issued
      • Offense Code
      • Type/Number
      • Officer Relation
    • Outstanding Citation Report
    • Batch Citation Report
  • Warrants
    • Warrant Logs By
      • Date Issued
      • Defendant
      • Offense Code
      • Type/Number
      • Date Paid
      • Officer Relation
    • Summary Log By
      • Date Issued
      • Offense Code
      • Type/Number
      • Officer Relation
    • Unserved Warrants By
      • Date Issued
      • Defendant
    • Oustanding Warrants Report
  • Property – Storage Last Action by Date Range
  • Court Docket – Listing, by date, showing defendants, Citation Numbers, offenses, fine amount, date paid, amount paid, disposition, etc.
  • Offense Report – Detailed information of offenses within an incident
  • Victim Report – Detailed information on victims within an incident
  • Suspect Report – Detailed information, if any, on suspects within an incident
  • Property Report – Detailed listing of property associated with an incident
  • Supplemental Report – All supplemental information added to an incident
  • Vehicle Report – Detailed data on vehicles reported as part of an incident
  • Notice to Appear (Batch Print)

COMPUTER AIDED DISPATCH (CAD)

Yes. LEMIS IBR has a CAD system that can be used to dispatch and track units on Calls for Service (CSF).

Yes. All Calls for Service (CFS) are recorded in the LEMIS database located in the individual agency’s server, providing the ability to run reports on these data, while also maintaining a historical record on all calls. The data can be organized and used by each agency in numerous ways, including analytical, public reporting, etc.

The CAD Module is fully integrated into LEMIS IBR, however it can be used as a standalone Call For Service system. The CAD system is designed to be used as the initial point of data entry for all types of calls, including inquiries, complaints, incident reports or other types of CFS. The basic call data (e.g. initial call time, units dispatched, and call disposition) is available to facilitate the creation of an incident report. The data becomes a part of the incident report and can be modified, whether or not the call has been closed, to reflect the latest information known regarding the incident. Some agencies handle multiple types of CFS, and need the capability to turn some calls into complaints, then incidents depending on the circumstances.

PROPERTY COMPONENT

There are 3 property templates that are uniquely defined.
1) Simple
2) Drug
3) Vehicle

Property Module allows agencies to tag properties as evidence.

Searches of property data are comprehensive, full-text searches.

Storage is a part of property and can be tagged with storage tags.

For any questions or concerns not addressed, please contact us for additional information.

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