82A - Records Management and Dissemination - 2019

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82A – Records Management and Dissemination Policy & Procedure Page 4 of 10 c. My user name for “Upload NIBRS” is Lexington d. My password is: _________ Click “Sign In” button e. Click “Data Upload” Tab f. Click on “Upload a File” g. Click “Choose File” Select the appropriate month’s file from the hard drive on the Computer browser’s Z-Drive h. Click “Upload” button i. To view results and see unresolved errors & warnings Click “Data Status” Tab j. Click “Sign Out” to leave website k. This task must be completed using the Administrative Assistant’s Computer. D. Officer Reports [82.2.3, 82.2.1(a)] 1. A Log entry into the ProPhoenix system will be made when dispatchers or officers receive information that meets the required criteria for recording. All applicable information relative to this incident shall be recorded in the proper fields within the ProPhoenix system. A unique incident number is automatically generated for that call for service. Specific required information for the log entry and all reports should include: full name, address, telephone, date of birth and social security number for all victims, witnesses or person(s) involved. Every effort should be made to get the basic minimum information of a name and date of birth. 2. In addition to the information being put into the log entry by the dispatcher or officer, the ProPhoenix system will automatically time stamp each entry with the following information (times may also be manually entered): [82.3.2(a)(b)] a. Time incident was received (R). b. Service calls by type. c. Service calls and crimes by location. d. Time of officer being dispatched (D). e. Time of officer arrival (A). f. Time officer cleared the call (C). 3. It is important that the action code chosen for a specific incident accurately represents the category of the offense. These action codes will be referenced and used in the gathering of information for a monthly National Incident Based Reporting System (NIBRS) to the Massachusetts Department of Public Safety and the Federal Bureau Investigation, as well as for our own crime and traffic analysis purposes. The Captain of Operations is responsible for reporting these statistics. [82.1.4] [82.3.2(a)]