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82A – Records Management and Dissemination <br /> <br /> <br />Policy & Procedure Page 3 of 10 <br />C. Data Entry [82.2.2(a-e)] [82.1.4] <br /> <br />1. It is essential that calls for service generate a complete and accurate journal <br />note entry. Dispatchers and support staff must enter all pertinent information <br />into the journal notes. <br /> <br />a. The log note “Action Code” which defines the nature of the call must <br />accurately reflect what actually happened. How the call was <br />dispatched may be different from the actual event. For example, an <br />officer assigned to investigate “Lost Property” may discover that a <br />“Larceny” has occurred. All staff are authorized to correct the action <br />code. <br />b. The Commanding Officer will review all journal entries for accuracy. <br />This should be done several times during a duty shift. <br /> <br />2. The Chief of Police or designee, typically a Captain, is responsible for <br />management of the following records: <br /> <br />a. Department Written Directive System. <br />b. Motor Vehicle Citations. <br />c. Uniform Crime Report (UCR) and National Incident Based Reporting <br />System (NIBRS). <br />d. ProPhoenix review and updates. <br />e. Archived CrimeTrack data <br />f. Release of Police reports. <br /> <br />3. Step Action to prepare month’s NIBRS report in ProPhoenix is as <br /> follows: [82.1.4] <br /> <br />a. Clear the errors for the current month in ProPhoenix, case by <br /> Case: Run 2, 7, 4 for 1 month <br />b. Review 10.6.4.5 Clean out any old information/ add new <br />information for re-submittal (F5) <br />c. Run 10.6.4.6 for the submittal month only if there are cases to <br /> Re-submit for correction <br />d. Run 10.6.4.8 for 1 month. This will print out <br />e. Check to see that current month has been copied onto the Z- <br />Drive on the PC’s hard drive. <br />f. This task must be completed using the Administrative Assistant’s <br /> Computer. <br /> <br />1. Step Action to submit month’s NIBRS report is as follows: [82.1.4] <br /> <br />a. Log into https://masscrime.chs.state.ma.us to upload files <br /> This brings you to Mass State Police CrimeSOLV Site <br />b. Click “Upload NIBRS Data”