Introduction
Criminal justice agencies rely heavily on Records Management Systems (RMS), Computer-Aided Dispatch (CAD), and Jail Management Systems (JMS) to manage daily operations. These systems generate massive amounts of Criminal Justice Information (CJI) that must be archived securely and retained in accordance with CJIS Security Policy and state/local laws. This blog explores strategies for archiving RMS, CAD, and JMS data while aligning with defensible retention schedules.
Why Archiving Matters
- Regulatory Compliance: Laws and CJIS Security Policy mandate specific retention periods for different CJI records.
- Operational Continuity: Archived RMS, CAD, and JMS data supports investigations, audits, and legal proceedings.
- Storage Optimization: Proper archiving prevents primary systems from being overloaded with historical records.
Key Data Types
- RMS Data: Case reports, arrest logs, citations, evidence records.
- CAD Data: Incident dispatch logs, call records, radio traffic, response times.
- JMS Data: Inmate booking records, movement history, release dates.
Each dataset has different retention requirements, making classification and scheduling critical.
Retention Schedule Strategies
1. Legal and Policy Alignment
- Map retention schedules to state statutes, federal requirements, and CJIS mandates.
- Examples: Arrest logs may require long-term retention; minor citations may have shorter schedules.
2. System Integration
- Integrate RMS, CAD, and JMS with archiving platforms at ingestion.
- Ensure metadata tagging for retention classification.
3. Automation
- Automate retention schedules to reduce manual errors.
- Trigger defensible deletion when retention periods expire.
4. Audit Readiness
- Maintain audit trails showing classification, retention decisions, and deletion events.
- Provide on-demand reports for oversight bodies.
Challenges
- Data Complexity: RMS, CAD, and JMS records often overlap across systems.
- Volume: High call and arrest volume can generate petabytes of CJI annually.
- Evolving Regulations: State/local retention laws may change frequently.
Best Practices
- Develop Clear Policies: Create retention schedules specific to each system.
- Metadata Tagging: Ensure records are tagged with type, sensitivity, and retention category.
- Automated Workflows: Reduce manual intervention with policy-driven automation.
- Segregation of Data: Store RMS, CAD, and JMS archives separately for clarity and compliance.
- Regular Reviews: Update schedules as laws and CJIS requirements evolve.
Conclusion
Archiving RMS, CAD, and JMS data with defensible retention schedules is critical to maintaining compliance, operational efficiency, and audit readiness. By aligning retention with policy, automating workflows, and ensuring oversight, agencies can securely manage the lifecycle of CJI while reducing risk and preserving trust.