I was asked this week about the benefits of having a computerized informant management records software. I have to admit that the question somewhat surprised me, and my initial response was “It’s the 21st century.” Fortunately, I didn’t voice this out loud. I am beginning to learn that sometimes that my sarcasm can be counter productive. And I do realise that despite the high risks involved in managing confidential informants (Human Sources, covert human intelligence sources, CHIS, HUMINT) many agencies think that they can manage informants on a paper based system or using their patrol records management system. This happens because it is the way it has always been done and generally the Chief of Police has so many other pressing needs to attend to. These methods do not mitigate the risks sufficiently. Law enforcement agencies should invest in a commercial of the shelf purpose built informant management system. These are built to do protect the informant and the public and to mitigate many risks to the agency and to officers. Here are some of the advantages
1. Legislative compliance
a. A computerised records system ensures leslative compliance in the management of human sources. It forces officers to follow processes, and to accurately record actions, decisions, and risks.
2. Integrity of records.
a. Records are stored to evidential standards.
b. Records cannot be created, removed, copied, or altered without there being an audit record.
c. It is possible to see who accessed what record on what date.
d. Record integrity can be vital when it comes to criminal prosecution or an internal disciplinary investigation.
3. Security of records.
a. Records are more physically secure in a computerised system. Access can only be obtained through the use of an assigned user passwords. This prevents records being stolen or lost though negligence. This helps ensure that the agency discharges its positive obligation to protect the life of the human source.
b. Access is limited to the users role. Users see what they need to see.
c. Records are easily backed up
d. Records cannot be destroyed through such things as fire, explosion, contamination, etc.
4. Cost savings.
a. While there is an initial outlay to purchase the software and an annual cost to maintain it this is readily recouped through the time saved using an IT solution. Work is performed significantly faster and more accurately.
b. As a baseline in calculating cost savings the figure of US$1 per minute is a reasonable reflection of how much it costs for the average officer. This includes all their associated costs. Every minute of officer-time saved, saves the agency US$1 in lost productivity.
c. It is much cheaper to store IT records that physical records, particularly when it comes to enforcing conditions laid down by government classification.
5. Utility.
a. All records can be centrally accessed by authorised senior management or any other oversight body.
b. Computerised records ensure that records are completed more accurately. Mandatory fields force details to be inserted saving the need to return for completion. This also means that records are completed in a stand format making it easier for managers to read.
c. There is a work-flow that ensures the right record, goes to the right person, in the right order.
d. Directions can be issued within the computerised system which are automatically sent to the relevant party. This includes instant notification any change in the parameters for use of a source.
e. Everyone is much more accountable for their actions. The system shows when work was completed. Standards of behaviour improve.
f. Alerts can be installed to ensure that critical dates are not missed or where a particular risk has been identified.
g. Searching is done in seconds as opposed to days or weeks.
h. Partial details can be easily searched.
6. Disclosure of evidence is more effectively managed.
a. Documents are readily identified as being suitable for disclosure or not.
b. Documents can be easily and effectively redacted saving considerable cost.
7. Finance management.
a. All finance records are available centrally.
b. Finance payments are automatically added up and accounted for. Errors in accounting are eliminated.
8. Information sharing
a. Intelligence can be electronically shared to the relevant customer with an audit trail.
b. Performance management data can be easily recorded and shared with management.
c. Data can be plotted by an analyst who can identify intelligence and productivity gaps.
9. Technology developments
a. As technology advances more and more features can be easily added to the system and made available to end users.
b. These will include the ability to record and transcribe source meetings, the use of mobile devices to access the system and the integration of the human source system with other covert management systems.
c. The ability to access the system through mobile devices and the additional information these devices can include such the relevant meta data.
10. Officer Expectation
a. There has been a huge change in the mindset of officers entering policing over approximately the past ten years. Officers believe normal is using IT solutions for everything. Anything short of good IT solutions creates frustration on their part, which in turn leads to inefficiency and rule breaking.
b. There is a strong argument that it is also the expectation of the public that if law enforcement are working efficiently they should be using computerised records.
This list should not be taken as being complete. It does however provide and overview of some of the key benefits. Given the security concerns and the options now available for secure computer storage, a case can easily be made that not using purpose built informant management software is negligent.
If you want to know more about what records you need to keep and how to keep them please drop us a note to info@hsmtraining.com or call us on +44 7739 370 969. A chat wont cost you anything and you may find it very useful. We know what we are talking about. We want to help you. And don’t be put of by the fact it is a UK number we operate on an international basis.
