BALTIMORE POLICE DEPAR-rMENT .J DESCRIPTION AND …containing approximately two million cards. The...
75
I'· .J .J .i CITY OF BALTIMORE MAYOR'S COORDINATING COUNCIL ON CRIMINAL JUSTICE BALTIMORE POLICE DEPAR-rMENT DESCRIPTION AND ANALYSIS OF CENTRAL RECORDS INFORMATION SERVICES If you have issues viewing or accessing this file contact us at NCJRS.gov.
Transcript of BALTIMORE POLICE DEPAR-rMENT .J DESCRIPTION AND …containing approximately two million cards. The...
I'· .J .J
.~ .i
CITY OF BALTIMORE MAYOR'S COORDINATING COUNCIL
ON CRIMINAL JUSTICE
BALTIMORE POLICE DEPAR-rMENT
DESCRIPTION AND ANALYSIS OF CENTRAL RECORDS
INFORMATION SERVICES
If you have issues viewing or accessing this file contact us at NCJRS.gov.
if
CITY OF BALTIMORE MAYOR'S COORDINATING COUNCIL
ON CRIMINAL JUSTICE
BALTIMORE POLICE DEPARTMENT
DESCRIPTION AND ANALYSIS OF CENTRAL RECORDS
INFORMATION SERVICES
Sf? 2 i ~~
ACQl;L:~,: .' 'J
APPENDIX A
TECHNICAL NOTE
JUNE 22, 1973
L:::::::================ ARTHUR Y OUN G & COMPANY fj' '"
~.
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APPENDIX A BALTIMORE POLICE DEPARTMENT
CENTRAL RECORDS INFORMATION SERVICES DESCRIPTION AND ANALYSIS
I
I. MANAGEMENT SUMMARY
I. MANAGEMENT SUMMARY
The objective of this Appendix is to describe and present in the form of a detailed analysis the organizational structure, infor
mation flow processes and services provided by the Centril Records Division of the Baltimore Police Department. This Division serves as
a unique and vital function of the criminal justice process of the City of Baltimore. The Division's workload and information response
capability impacts directly upon related city and state criminal justice agencies' systems and upon their i~herent capabilities. In
conjunction with the administration of the Division, the Arthur Young & Company Project Team developed detailed flow charts of all signifi
cant information flow processes and also performed a special statistical analysis based on all record and warrant request checks
served by the Division during the month IOf March 1973.
The Central Records Division provid~es an information dissemination service regarding record and warrant checks, identification of
arrested persons, arrest processing, off~nse and traffic reports and related responses to criminal history/record information requests. The Division, with a staff of 160 persons, serves, on a 24-hour day, seven days a week basis, approximately forty-one (41) City of Baltimore, local government, State of Maryland, and Federal criminal justice
agencies. It also provides information to authorized individuals and related public agencies. The Division maintains mechanized files
containing approximately two million cards.
The Division is capably administered and its staff is dedicated in the performance of their assighed duties. The Division does, however, experience current difficulties in keeping pace with the arrest file growth (60,000 new charges are added to the Arrest File each year) and increasing requests for record and wa.rrant checks and related information. The ability of the Division to respond to the
mounting service demands, ~.g~, 620 telephone requests for record checks for persons arrested in a 24-hour period, is hampered in
part by problems inherent in its "system," i.e., its files layout,
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manual record maintenance procedures, the operation of key work
stations and file searching techniques. Another key factor bearing I
upon the Central Records DivisionIs effectiveness is the degree of invalid or incomplete data received from other agencies.
A summary of major problem.areas being addressed by -the Central Records Division is as follows:
Identification of arrested persons is time consuming.
Determination of court dispositions is difficult OT, occasionally, not possible.
Agency charge codes are variable, preventing uniform crime analysis.
The voluminous manual files are difficult to use and are not easily purged.
Central Records Division does not have sufficient personnel to handle the daily volume of record requests and inputs. This factor results in time delays in providing information and contributes to the possibility of errors.
A record request made through the Hot Desk provides a check of the Baltimore City arrest file, but does not routinely check for arrests made outside of the city.
The criminal history files can be inaccurate in that the arrest card records have incomplete identification information, may contain the same identification number, may identify different persons in one file, arrest cards may be missing, or files may contain obsolete warrants still considered active.
Verifying and canceling warrants is a slow process and contributes to the possibility of errors.
Recent arrests made in different Districts for the same defendant cannot be easily determined.
Non-uniform numbering systems used by different agencies to identify the same individual complicates the compilation of criminal history information.
The sections which follow provide an overview of the functions
of each of the Division's six sections and describe in flow chart form the primary action and major document flows of the Division'S information maintenance and dissemination services. In addition,
2
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charts are presented which plot the daily volume and service times for record/warrant checks "by agency and the method of inquiry. This special analysis covers the month of March 1973 and is provided to convey the magnitude of the Division's operations as well as to describe factors of data quality, response timeliness, the variability of agencies being served and the general availability of ~information in the file access process.
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II. CENTRAL RECORDS 'DIVISION
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II. CENTRAL RECORDS DIVISION
This section presents an overview of the Central Records Division
and how it operates relative to criminal records. Those functions relating to adult arrest information flow and procedures are emphasized.
Key related files and their contents are described.
1. BACKGROUND
The Central Records Division of the Baltimore Police Department
serves as a major and essential function of the City of Baltimore's total criminal justice process. The Division performs record and
warrant checks, identification of arrested persons, processing of arrest, offense and traffic reports, and other services related to
criminal histories and related record services. Its volume of transactions is significant, for example, as many as 620 telephone
requests for record checks in 24 hours have been received for service at the Hot Desk of the Criminal History Section of the Central Records Division relative to corresponding arrests during
the same period. These checks, which take from 5-15 minutes apiece, are made from the Central Records' mechanized card file containing
two million cards, as well as NCIC and MILES. The arrest histories and outstanding warrant information telephone checks are a critical
information service to the Police Departmen~, the District Court, and Pretrial Release during the initial bail determination and
similar functions which require decisions within minutes.
2. ORGANIZATION OF CENTRAL RECORDS DIVISION
The Central Records Divisiori is currently organized in six sections. These sections are the Criminal History, Mail, Reproduction,
Staff Review, Warrant, and Identification Sections. The organization is illustrated in Exhibit A-I, following this page.
General Order 67-7, dated April 14~ 1967, as revised, is the
primary organizational and functional description of criminal records organization and flow. It also contains related descriptions of the
duties and responsibilities of affected Central Records Sections.
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CENTRAL RECORDS DIVISION ORGANIZATION CHART
COMMISSIONER
.. , " ' .. .
SERVICES BUREAU DEPUTY
COMMISSIONER .. , . • t. ~ , , .
CENTRAL RECORDS DIVISION DIRECTOR
'.
I I I .. J J J CRIMINAL MAIL REPRODUCTION, , STAFF WARRANT IDENTIFICATION HISTORIES SECTION SECTION REVIEW SECTION SECTION SECTION
.... -. . _ .... "- .' "'" ". ... " u ., .. -~ '" . ~ ","," = ... - ,,- ,... ",",'. ~
Hot Desk
The major role of each section relative to criminal records is as follows:
Criminal History - This section files and maintains all case reports, arrest reports, complaint cards, and crossreferences. The Hot Desk unit of the Criminal History Section provides the ~ollowing:
Maintains and issues arrest register numbers
Furnishes upon request by telephone or teletype information regarding wants, warrants, stolen property, case file numbers or other information on file at Central Records; also furnishes the same information by courier to the Dispatch Section of the Communications Division and through an intercommunicator to the information counter.
The section provides county s~rvice to police, other criminal justice agencies and individuals for records checks.
Mail Section - All reports, photograph negatives, fingerprint cards to and from Districts or other reporting units are received or sent from the Mail Section.
Reproduction Section - The necessary copies of field reports are prepared in the Reproduction Section for proper dis tribution of follow'-up units, fil es and related agencies.
Staff Review Section - The Staff Review Section coordinates, monitors, and reviews all field reports for clarity and completeness, coordinates all corrections to field reports, as
4required; assigns the proper UCR code to the offense,
if applicable; and directs the internal follow-up or distribution of field reports.
Warrant Section - The Warrant Section recieves and distributes for service all traffic, non-support bastardy and pa terni ty '\varrants and summonses. It forwards to other police departments warrants and summonses to be served outside Baltimore City and, likewise, receives warrants from other jurisdictions to be served within the city.
Identification Section - This Section classifies, files, and malntalns flngerprints of arrested persons, corresponding FBI Rap Sheets and offender photographs. The section maintains and issues identification numbers of fingerprinted arrested persons and provides counter service for fingerprints and photographs.
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3. FILES DESCRIPTION
The Central Records Division indexes, files and maintains the various documents comprising criminal records and related case information. The respective files and their contents are:
Lektriever Mechanized Arrest File
Arrest cards
Warrant cards
Recognizance cards
Alias cards
Probation cards
Criminal History Open Shelf Files (Reports)
Arrest reports
Prisoner inventory sheet
Offense reports
Case related miscellanepus reports
Identification Section Open Shelf Files
Duplicate fingerprint cards
Arrested person photographic negative
FBI Rap Sheet
Lektriever Mechanized F~ngerprintFile
Arrested person fingerprint card
Criminal History Index Files
Complaint index cards
Identification Section Index Files
Name index cards
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4. FUNCTIONAL DESCRIPTIONS OF CRIMINAL HISTORIES, HOT DESK, ARREST REPORT FLOW, IDENTIFICATION PROCEDURES AND RELATED INFORMATION FLOW"
The physical creation of criminal histories, the operation of the Hot Desk for record/warrant.checks, arrest procedural oparations, the information flow of arrest reports and the processinz of fingerprint cards have been flow-charted or diagrammed.' These chRrtsj flow diagrams, following this page, are:
Exhibit A-2 - Central Records Division - Creation of Criminal Case Records/Criminal Histories
Exhibit A-3 - Hot Desk Operation for Arrest Process
Exhibit A-4 - Hot Desk Operations for Record Check
Exhibit A-S - Hot Desk Operation for Warrant Check
Exhibit A-6 -'Arrest Information Sequence - Police District
Exhibit A-7 - Arrest Information Flow - Central Records Arrest Reports
Exhibit A-8 - Arrest Information Flow - Central Records, Identification Cards.
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[. EXHIBIT A·2
CENTRAL RECORDS DIVISION CREATION OF CRIMINAL CASE RECORDS/CRIMINAL HISTORIES
SOURCE
.. COMMUNICATIONS DIVISION
DOCUMENT
CALL FOR SERVICE
DISPATCH CARD
RECORDS SECTION/FILE
STAFF REVIEW COMMUNICATIONS
~----------------------------------~ CARD TAB FILE
r--::::~~r;~ ____________ ~ ______________________ ~~~AI HISTOOy , COMPLAINT
• OFFENSE L... INDEX FILE • DISTRICT
STATIONS • CRIMINAL
INVESTIGATION DIVISION
• i)ISTRICT STATION • SHERIFF • WARRI>,NT SECTIONI
CENTRr~L RECORDS • PRETRIAL RELEASE • STATE PAROLE AND
PROBATION • IDENTIFICATION
SECTION/CONTROL RECORDS
• DISTRICT STATIONS • CRIMINAL INVESTIGATION
DIVISION
• DISTRICT STATIONS
• IDENTIFICATION SECTION CENTRAL RECORDS
• DISTRICT STATIONS. CRIME LAB
• FEDERAL BUREAU OF INVESTIGATION
(
REPORT • RELATED
REPORTS
I-
WARRANT CARD
-, RECOGNIZANCE , PAROLEI PROBATION , ALIAS
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ARREST '- .... REPORTIS) t=
....... [ PRISONER
:IVITY SHEET
h
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• FINGERPRINT l±--CARD • MUFAXCOPY
I I NAME
I INDEX CARD
PHOTOGRAPH I-
I NEGATIVE
FBI "RAP" SHEET
-
CRIMINAL .I::!lSIQBY
OPEN SHELF FILE
CRIMINAL HISTORY
AUTOMATED ARREST
F'ILE
CRIMINAL .I::!lSIQBY
OPEN SHELF FILE
IDENTIFICATION AUTOMATED FINGERPRINT
FILE
IDENTIFICATION NAME
INDEX FILE
IQE~TIFICATION PHOTOGRAPH· "MUG"· FILE
IQE~IIF!CATION OP.EN SHELF
FILE
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REOUEST IS MADE FROM THE FIELD FOR
AN AAREST~
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HOT DESK CLERK RECORDS ALL INFORMATION REDUIRED BY
PHONE
BOOKING OFFICERI ARRESTING OFFICER
MUST GET INFORMATION
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RECORD INFORMATION
ON FORM 5
AN NCIC CHECK IS MADE
WITHTHETERMINAL
STAMP FORM 5- "NO NCIC
WANT"
NO
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HOT DESK OPERATION FOR ARREST PROCESS
HOT DESK CLERK IS51)ES
ARREST NUMBER FROM REGISTER
CLERK GOES TO AI)TOMATfD
AR'lEST rilE AND LOOKS rOR A
RECORD
CLERK ENTERS NAME AND PERTINENT
INFORMATION IN THE MASTER ARREST
NUMBER CONTROL RFGISTER
DOES " NO Or-FENDER HAVE.)>-----«
A RFCORO
YES
ARREST FII.E IS PULLED, I'I)T INTO A TflAY,
A LOr. SHEET IS SIGNED
WARRANT IS VERIFIED
CLERK INITIATES A FOI'IM 5
f)eSK senr.EANT IS NOTIFIED
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TO DISTRICT
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COMMISSIONER DR OTHER GC 'T, OFFICIAL
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HOT DESK OPERATION FOR RECORD CHECK
CLERK INITIATES A 101 FORM
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ARREST FILE
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PULL RECORD; LEAVE CHARGE
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REPLACE FI LE IN CURRENT
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REPLACE FILE
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WARRANT REOUEST
GENEAATEDIN COMMUNICATIONS
WARRANT REOUEST
GENERATED BY TELEPHONE
WAflRANT REOUEST
GENERATED AT PUBLIC INFORMATION
COUNTEfI
WARRANT REOUEST GENE'IATEO BY
TELETYPEI TELEGOlAM
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HOT OESK AND WAITS
CL~Rl~~Ni.6~AJES I--o--! CLERK TAKE
FORMTO NCIC
OPERATOR
FORM 152 IS PREPARED
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CLERK
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ARREST FILE FOR WARRANT
CARO
CLERK MAKE NCICCHECK
WITH TERMINAL
i.o.o.-JI
RECORD INFORMATION
ON FO"M& STAMP WANTED
STAMP FORM WITH "NO
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AUTOMATED ARREST FILE
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RETURN IBM CAAOTC~
COMMUNICATIONS
RETURN CALL. (COMPLETE CALLI
WITH INFORMATION
OISSEMINATE INFORMATION -AT COUNTER
RETURN INFORMATION TO fl EOUESTEE
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COMPLAINT NUMBER
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OFFENDER IS SEARCHED BY TURNKEY
AND A PRISONER ACTIVITY REPORT
IS INITIATED
HOT DESK IS CONTACTED BY
BOOKING OFFICER FOR ARREST
REGISTER NUMBER
DESK CREW PREPARES
STATEMENT OF CHARGES
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PERSONAL PROPERTY IS PUT INTO AN
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FIELD ARREST REPORTIS
COMPLETED BY BOOKING OFFICER
(DESK CREWI
STATEMENT OF CHARGES IS
COMPLETED BY DESK CREW
OFFENDER IS FINGERPRINTED
AND PHOTO. GRAPHED
BOOKING OFFICER INITIATES ENTRIES
IN THE PERSONS CHARGED AND
DISPOSITION LOG
OFFENDER IS PLACED INTO A HOLDING CELL
THE PHOTO· CARTRIDGE AND
PRINT CARDS ARE SENTTO THE 1.0. SECTION OF CRO
THE FIELD ARREST REPORTANO
STATEMENT OF CHARGES ARE
MATCHED UP AND SEND TO THE CLERK·
COMMISSIONER
PRISONER ACTIVITY REPORT IS UPDATED
ANOTHE ENTRIES ARE MADE ON THETLtlNKEY
RUNDOWN SHEET
TURNKEY IS NOTIFIED, REMOVES
OFFENDER FROM CELL
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"TURNKEY" COMPLETES
PRISONER ACTIVITY SHEET AND LOG
PRISONER IS TEMPORARILY
PLACED IN DISTRICT JAIL
FOR CONVEYANCE TO CITY JAI L. ETC.
YES
DESK SERGEANT NOTES DISPOSITIONI POSTPONMENT ON ARREST REPORT
DISPOSITION IS RECORDED ON
SEA G EANT'S LOG SHEET
D"FENDANT IS
RELEASED
THE MASTER COPY IS SENT TO CENTRAL
RECORDS;THE YELLOW IS KEPT
THE YELLOW IS FILED NUMERICALLY
ATTHE DISTRICT
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SEOUENCE
FILE IS KEPT 3D DAYS & THEN
PURGED
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1.0, SECTION
REPORT IS SENTTO
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AND ARREST NUMBER AND THEN PUTS J.D.
NUMBEfi ON ARREST REPORT
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ARREST REPORT ISSENTTO
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ARREST REGISTER CONTROL
SHEET
STAFF REVIEW CfiECKSTHE
ARREST REPORT AGAINST THE
ARREST REGISTER CONTROL SHEET
- ARREST REGISTER NUMBER - NAME - DISTRICT - CHARGE - TURNKEY NAME
REPORT IS FILED IN
OPEN SHELF ARRE;5TFILE
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PREPARE NOTICE
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• NAME • COMPLAINT NUMBER • ARREST REGISTER NUMBER
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REPRODUCTION MAKES COPIES
MAKEZEROX OF ARREST
REPORT
'NOTE' DISPOSITION IS RESULT OF DISTRICT COURT ACTION ONLY;SUPREME BENCH REFERRAI-ISTREATED AS FINAL PISPOSITION
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ARREST INFORMATION FLOW - CENTRAL RECORDS ARREST REPORTS. CON'T.
,...I======;-11 II I sENT~gP(Rl'~INAL ... HISTORY SECTION; I ... (
INDEX CARD TO , SECTION COPIES
IORIGINAL DESTROYED) j...r I ~ )tz
TWO COPIES ARE SENT
TOTHE DISTRICT
COPy OF ARREST REPORT
IS KEPT; tlY STAFF BEVIEW
MAKEou'rA
T~~I~I~~ri~P~~~:iJ .,. I
TWO COPIES
ATTACH STtNGERTCl
ARREST REPORT
PLACEZEROX COpy OF
ARREST REPORT IN DELINOUENT
FILE
I.D.SECTIDN MAKES OUT
FINAL DISPOSITION REPORT FOR FSI
AND STATE POLICE
SEND DOCUMENTS TO MAILROOM FOR DELIVERY
t NOTE:
BLANK DISPOSITION
REPORTS
IN THIS CASE. A GRAND JURY ACTION OR OTHER REFERRAL! DELAY IS!:!QI A FINAL OISPOSITION
L-.!
SEND ARREST REPORT TO
STI<FF REVIEW
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ARREST REPORT COpy AND INDEX )IIP--<
CARD IS RECEIVED BY
CRIMINAL HISTORY
ARREST REPORT IS RECEIVED BY STAFF REVIEW
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ARREST INFORMATION FLOW - CENTRAL RECORDS ARREST REPORTS, CON'T.
PULL/DESTROY WARRANT INDEX
CA,RD FROM ARREST FILE
DELINQUENT ARREST REPORT
FILE IS PURGED
NO FILE INDEX CARDIN
ARREST FILE
ORIGINAL COpy ISSENTTO
CRIMINAL HISTORY SECTION
FILE ARREST REPORTON OPEN SHELF
FILE
INDICATE FINAL DISPOSITION* ON MASTER
ALPHABETICAL INDEX
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REMOVE/DESTROY ARREST REPORT
OPEN SHELF FILE & REPLACE
WITH FINAL COpy
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• MIlILROOM • MUFAX
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THREE SETS OF PRINTS ARE PICKED UP BY
1.0. BALTIMORE P.O. MARVLANO
- FBI
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ARREST INFORMATION FLOW - CENTRAL RECORDS IDENTIFICATION CARDS
IDENTIFICATION CLERK LOGS
INFORMATION INTO PRINT LOGBOOK
FINGERPRINT TECHNICIAN
ODES A ROUGH CLASSIFICATION
FINGERPRINT TECHNICIAN CHECKS THE NAME FILE
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NO
t...-li t.......E
FINGERPRINT HCHNICIAN
VERIFIES PAINT WITH PRINT
FILE
FINGERPRINT TECHNICIAN OOES FULL
CLASSifiCATION
~ ~
B
FINGERPRINT TECHNICIAN CHECKS
THE PRINTS WITH THE MASTER PRINT FILE
!..-t
m X :t ~ -i :t> ~OO cu
I ,I
• . ' ~ ~ , ! ~ f • i I t f
I
i........,...'·~"»< ....
~ ~ ~ ~ ~ ~ ~ r----:-J ~ r-l J'I II 11 rI rI " r-t ~ , ii,:
~' '\ ... .. .. .. . t .. . ~ ,. kt¥iJ( pal .. ~ ... I!III!IIII - ~ ~~ ~ -'"
~ ~ ~ ~'
CLERK NOTES to NUMBERTO
THE NEW CARDS
NO
1-...;...1
YES
~
FBI,STATE POLICECARD ARE MAILED
DUPLICATE CARD IS PUT
IN OPEN SHELF FILE
FOLDER
PUT NEW I.D. NUMBER ON
PRINT CARDS
L......r t...........l I..-o.i' ~ ~ ~ ~ l.........L\ r....-.Jt ~
ARREST INFORMATION FLOW - CENTRAL RECORDS IDENTIFICATioN CARDS, CON'T.
INCOMlNG PRINT LOG BOOK IS
UPDATED WITH ID NUMBER
CALL DISTRICT TO NOTIFY OF
MATCH
MAKE OUT ALIAS CARDS
PUT PRINT CARDIN
FILE
FBI,STATE POLICE CARDS ARE MAILED
PUT ALIAS CARD IN lD NAME
FILE
SEND ALIAS CARD TO CRIMINAL
HISTORY SECTION FOR ARREST FILE
PREPARE NAME INDEX CARD,PHOTO
HOLDER
PUT DUPLICATE PRINT CARD (WITH I e J!P"'
ID NUMBER) IN OPEN SHELF FILE
PUT INDEX IN FILE
FBI,STATE CARDS ARE
,MAILED
ENTER lD NUMBER INTO
LOG BOOK
l-l t-..J !.....,.;..r
m X :I: OJ
-i :t> ,00 C-
-----~- ~~-- --- - ----- --
III. RECORD/WARRANT CHECK STATISTICAL SURVEY
.'
------------------------------------- ----- .--.
f
III. RECORD/WARRANT CHECK STATISTICAL SURVEY
The statistical survey described in this section was developed to determine the use and quality of the record/i'larrant retrieval
process. The data has been collected or synthesized to serve as a valuable input in developing the criminal records/history portion of
the overall criminal justice system design.
1. SURVEY DEFINITION AND PARAMETERS
The Criminal Case Records/Warrant Retrieval System process was evaluated during March 1973 by means of a statistical survey. The
process is described in terms of the following parameters:
Quality - Errors contained in the search for records; errors contained in the documents.
Availability - Time it takes to initiate a search for records/warrants; gain access to Central Records system files
Timeliness - Time it takes to search for records versus need for responsiveness.
Agencies served - Nature and number of agencies served.
The record/warrant check methods of inquiry representation of Central Records, illustrated in Exhibit A-9, was used as the system
model for the survey.
The calculation of user and service times by computer, based on 21,000 documented transactions for March 1973, provides parameter values in two of the four categories, i.e., timeliness and agencies served. The correlation of the timeliness statistical evaluation
with the procedures documented in Exhibits A-2 through A-8 provides a range of values for a qualitative description of system availability.
Finally, a s.ampling of record system users, analysis of arrests versus recidivists and a correlation with related disposition statis
tics provides a basis for describing system quality.
8
~ ~
ID ~ ~ ~ n ~
~ q ~
I ~
~ ~ I I
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,I
r-o r-o J"~ '. ! ! l. -'~ ~ r-' ~. .. - - .. .. .. ~ - ~ ~ ~ ~
~
~ ,.." ~ ~ !L-Ji t--A ,.... ~ .~
-"',.,...,,--. " ti 1 .
....... ~' -......I ~' ..... ....
TIME FACTOR
POLICE FIELD • MINUTES UNITS
(COMMUNICATIONS)
• DAYS
I USMAIL
• MINUTES TELEPHONE
• HOURS TELETYPE
• HOURS TELEGRAM
• HOURS WALK IN
• MINUTES FACSIMILE
1.rameI' I.-.l !.i.nI' ...., . ... ~'
CENTRAl. RECORDS DIVISION RECORD!WARRAN-r t;HECK - METHODS OF INQUIRY
HOT DESK
~ MAIL ROOM
1 I I I I I I
CRIMINAL I HISTORY I COUNTER I
I I I I I I I i
IDENTIFICATION SECTION COUNTER
~, I....t: ~
NCIC( MILES
i
'--' t....-'.
m X :J: OJ
-i l> tb
.~~~------ .. - --
2. RECORD SYSTEM RETRIEVAL QUALITY ERRORS
It was determined through interviews with Police Department personnel and other City of Baltimore criminal justice agency personnel that there are several types of errors connected with the current manual record maintenance procedures, Hot Desk operation,' and manual
filing operation. The system-wide accumulation of these errors manifest themselves as system quality errors.
The following key user indications of problems associated with
the system were used as a basis to analyze and document the error li,focess.
Complaints by judges of "bad" record checks. Defendants will appear in court and indicate that they have a record, but when the Form 5 is received from the Hot Desk, it indicates that the individual does not have a record.
Concerning a recidivist, Pretrial Release, the District Court Commissioner and also the defendant may disagree on the numbor of prior arrests reported by the Hot Desk.
Dispo~ition data on prior arrests can be incorrect or not available.
An analysis of the filing, storage and retrieval processes than constitute l.-ecord/i'fa1.-rant checks procedural activity 1'faS under
taken to determine the source and nature of the mechanical 01.'
procedural difficulties associated with the problems identified
above. The Hot Desk operation and arrest report processes flowcharted in the previous section can serve as a basis for analyzing
the process and identifying the areas of difficulty. The results of this analysis and related statistical sampling is summarized below.
Final dispositions of cases referred to the Supreme Bench have not been recorded in the Arrest File since 1969.
Final disposition of cases referred to the District Court are inaccurate in approximately 25% of the arrest reports. The lack of Supreme Bench dispositions affects B?proximately 10,000 arrest reports per year and similarly affects about 12,500 District Court arrest reports yearly. This constitutes 40% of the yearly arrest reports currently filed in Central Records.
9
~ .
An unreliable initial record check is primarily due to the following factors:
Record is out of file for another record check and, therefore, appears as a no record when being searched at the same time.by a different clerk
Record has been sent to another agency
Record is misfiled
Record is lost
Record cannot be found due to alias or different name spelling.
The primary reason for the reporting of differing numbers of prior arrests is due to the multiple arrest report procedures of the Police Department's field reporting system. The Department policy requires that a separate report be made for each charge. Consequently, one physical arrest might have several charges. Therefore, when the Hot Desk supplies a list of numbers of arrests to Pretrial Release, the Court Commissioner, or on Form 5, they are listing the number of charges, not individual physical arrests.
SYSTEM QUALITY PARAMETER VALUES
The following methodology has been used to develop preliminary
system quality parameter values.
The percentage of arrested persons fingerprinted from midFebruary to mid-June 1973, who have had prior prints on file, has varied from 61% - 69%. During that time it was estimated by Department staff that 5% - 10% of those arrested were issued a number who had prior Baltimore arrests, but did not have a prior fingerprint on file. Consequently, the total recidivist rate can be postulated as between 66% and 79% during this period, bas~d on the estimates identified above.
It was estimated that during the period of mid-February to mid-June 1973, that an initial record in the Arrest File was found through a Hot Desk inquiry for approximately . 60% - 70% of the arrested persons checked. This range of of values was determined through an opinion survey of Hot Desk users (Police, District Court Commissionsrs, and Pretrial Release) and through a statistical sample conducted during the period by the Arthur Young & Company Project Team. Correlating the data postulated above . indicates the following:
10
L If
r ~ .. ] L
r I]
[ I ] r. I, L j
r I ] [ I ] [ I] [I ] [1 ]
Actual recidivism during the studied period was 66% - 79%.
Records found during the first Hot Desk inquiry attempt into the Arrest File was 60% - 70%.
Taking the range of t~ese two estimates, an average value for initial recol'as can be defined as 65% while the average value for a record not found, when one should be available, can similarly be defined as 6%.
It was estimated by several record system users as cited above, that 50 to 100 records per week related to recent arrested persons are unable to be located. These are not available for the reasons previously cited. This estimate can be used to provide a comparison with the 6% factor defined above. Since the current arrest volume per week ranges between 600 to 1,100 persons, this 6% would correspondingly range between 36 and 66 records being not available. Recognizing the problems of actual data correlation to numerous known problem areas, the numbers 36 to 66, taken as a conservative estimate, would tend to indicate a 6% unreliable initial record check.
Currently, about 60,000 new charges are added to the mechanical Arrest File per year. Of those, 10,000 represent cases referred to the Supreme Bench. Since final dispositions of cases sent to the Supreme Bench have not been updated since 1969, one can project a disposition data file error of 17%. However, a sampling of District Court dispositions indicated that a similar disposition error was contained in 25% of the 50,000 arrest records. Consequently, it can be estimated that 38% of all arrest recoids in the file have incorrect or missing final dispositions.
The recent Department experience of entering IMPACT arrest data into the CHASE system suggests that 60-80% of tl1e information has some type of missing data element, inaccuracy or other related problem. Since these records subsequently become arrest cards in the arrest file, this range can be used to estimate the overall problems in the follolving maj or areas, which are:
Final disposition missing or inaccurate
Inaccurate/no Baltimore Police Identification Number
Inaccurate/no address of arrestee
Inaccurate Social Security Number
Misspelled name
Multiple aliases
Other missing data elements or variable ina~curacies.
11
l'
, , ,. .. '
,[
[ If] [ 11] [ ]
[~ ] [ ~ ] [ I] [ ': ~ ]
[I, ] ,_I; I L "I" ' L] ,_:1 ) 1 .. L I .
"Ie] I,' '~ ] [I]
II ] T:I] Tl]
Til r"i~]
,~ 111' r- 1] .. .. lr '
Exhibit A-IO, followtng this page:} :summarizes the analysis
described and presents an overall estimate of record check system 1
retrieval quantity.
4. RECORD/WARRANT CHECK 'SYSTEM AVAILABILITY
The critical time requirement for record/warrant checks are
those checks processed through the Hot Desk. This includes checks for patrol units via communications and for requests by telephone,
primarily from Police Officers, District Court Commissioners and Pretrial Release. A survey of users indicates that a typical tele
phone requestor in the evening may have to wait blo to five minutes before the telephone is answered, and then may have to wait 10 to
30 minutes to receive a reply to his request. Consequently, the
construction of a Hot Desk response mode~ following this page, serves as method of caleulating values for record/waraant check
system availability.
5. AVAILABILITY MODEL
The evaluation of results from the statistical sample, arrest
data and related statistics can be used to prepare a multiservice, random access queueing model. The following descr,iption of typical
Hot Desk service and data approximations for typical periods provide the basis for the following availability model:
Issue arrest numbers/custody numbers; prepare Form 5 -12 per hour at 6 minutes each
Communications record/w'arrant checks - 24 per hour at 8 minutes each
Telephone record/warrant checks - 12 per hour at 8 minutes each
Typical Hot Desk staff - One civilian, four cadets, and two floor clerks
The Hot Desk telephone, number has eight rotary extensions.
The random access queueing model* is:
*James Martin, Systems Analysis for Data Transmission, pp. 413-504, 848-850, Prentice Hall, Englewood, N.J., 1972.
12
J Information t" is complete ,r~--~ and accurate
Arres't cards have missing or incomplete final disposition
EXHIBIT A 10
RECORD CHECK SYSTEM RETRIEVAL QUALITY ESTIMATE
ReC'.ord check ini~iated through (100%) hot desk to arrest file
(65%) NO (35%)
Other types of data errors
• wrong or no complaint number
• wrong or no identification number
• Hl'Ong 'or no address
• wrong DOB • wrong or no
social security numb~r
• other
• no record in file, lost
• record misfiled different spe~ling of name, etc'. "
• alias • record sent to
other agency
• other
Person has no prior Baltimore record
Utilization = '(Number'of checks pe'y h'o"ur.) t:J."me - (Average service J." n m';11. 60 minutes per hour ~
Number of Clerks
The typical Hot Desk personnel utilization is:
(48/~Ol ~7.5) = 0.86; 86% utilization
This approaches the actual utilization limit that can be expected in a manual records retrieval system.
The typical time to answer the telephone ranges between two values, depending on the number of personnel available to answer the
telephone.
7 persons: (24/60) (7) = 0.40; 7 = 1. 6 minute wait 7 7(1-.4)
(24;00) (7) 0.56; 7 = 3.18 minute wait = = 5 persons: 5(1-.56) 5
Therefore, one could initially assume that from 3% to 20% of
these persons calling in to the Hot Desk would have to wait 1.6 to 3.2 minutes until the telephone was answered. However, since the 86%
clerical utilization is higher than that for telephone work alone, 62% of the callers are put on hold for approximately 7 minutes. This
factor would increase the time it takes for the telephone to be answered to a range of values between 2.5 to 6 minutes.
The availability model described above corresponds fairly well
wi th the statistical sample condu.cted by Arthur Young & Company. The model demonstrates the impact of record check (Hot Desk) per
sonnel availability, number of checks and length of service time on the system availability to the system users.
6. MARCH 1973 - RECORD/WARRANT WORK LOAD AND SERVICE TIME COMPUTER SURVEY
A detailed analysis providing data concerning information access and system users was canducted through a specialized computer
13
program developed by Arthur Young & Company specifically for this analysis. This program analyzed nine categories of record check
inquiry methods in order to provide base line definitions of record/ warrant system volumes and service times.
The basis for this survey was the collection of timci-stamped
Central Records forms that are used in the process of conducting inquiry checks. All forms or documents (21,000) used in the following categories for record/warrant checks during March 1973 were collected.
Method of Inquiry Form/Document User
Radio Dispatch/ 1.1 form B.P.D. Communications
Telephone 101 form B.P.D./Other Agency
Counter Service/ 152 form B.P.D./Other Walk-In 96 form Agency
Telegram/Teletype Not Counted (Too Small)
U.S. Mail Copy of Document Other Agency
Each form or document was time-stamped in Central Records two times: (1) Ivhen the check was initiated and, (2) when the task was
finished. In the case of communications record/warrant checks (Form 1.1), the form was time-stamped an additional two times, when
the dispatcher first took the call and when the dispatcher radioed the inquiry results back to the requesting unit. The computer program prepared service time and work load graphs listed in the following
chart, Exhibit A-II, for the inquiry categories identified above. These graphs, printed on the computer driven CalComp plotter, are located after Exhibit A-II. Within each inquiry category, a ,veekly average and monthly number 6f record/warrant checks were tabulated. Addi tionally, service times Ivere tabulated on a weekly and monthly basis for the corresponding weekly or monthly checks. Each check and corr.esponding service time Ivas tabulated ,vi thin 15 -minute periods
of time. Approximately 3% of the source data (forms) were ignored
14
due to errors. Further, the 500-1000 name Jury List record check was not included because a service time could not be realistically
i calculated. Record/warrant checks which took longer than 100 minutes (500 t]~oughout March) were deleted from the graphic printouts.
7. WORKLOAD AND SERVICE TIME GRAPHS
There are four basic computer-drawn graphs included for each -of nine categories:
Monthly, number of checks per day
Monthly, service time per check
Weekly, number of checks
Weekly, service time per check
The monthly number,of checks per day graphs depict the actual number of checks per 24 hour day, midnight to midnight, that occur for each day during the month of March within each category listed in Exhibit II. The 31st of March was not included on a.ny of the graphs due to source da.ta errors. The monthly service time per check graphs show the average service time, in minutes, for all checks on each day in the corresponding monthly chart for the same category.
The weekly number of checks graphs sho,,, the average number of
checks per day on a weekly basis for the month of March. Each day is averaged with the same corresponding day of the week for the
month (Mondays with Mondays, etc.). The data has been plotted with a resolution of 96 data points per day or 672 per week. Bach of the 96 data elements per day represent the discrete 15 minute time periods averaged on an individual basis throughout the 24 hour day. This average consists of the arithmetic average for all checks initially time--stamped within the reported period. The average for the day is then averaged with its counterpart for similar periods over the month on ~ike days. The ,,,eekly average service times per check graphs are also plotted with 96 data points per day, 672 per week. The average service times, in minutes, were calculated for the corresponding average number of checks depicted in the matching number of check
graphs of the same category.
IS
Graph Number
A-12
A-14
A-IS
A-16
A-17
A-18
A-19
A-2D
A-2l
A-22
A-23
A-24
A-2S
A-26
A-27
A-28
A-29
A-3D
A-3l
A-3Z
A-33
A-34
A-3S
EXHIBIT 11, a
CENTRAL RECORDS :MARCH 1973 - RECORD/WARRANT WORKLOAD AND SERVICE TIME COMPUTER SURVEY
Subject
Monthly Analysis; Service
Checks Time
Total Record/Warrant
Total Record/Warrant
Total Record/Warrant
Total Record/Warrant
Total Hot Desk
Total Hot Desk
Total Hot Desk
Total Hot Desk
X
x
Communications (B.P.D.) X
Communications (B.P.D.)
Communications (B.P.D.)
Communications (B.P.D.)
Telephone (B.P.D.)
Telephone (B.P.D.)
Telephone (B.P.D.)
Telephone (B.P.D.)
x
x Telephone (Other Users)
Telephone (Other Users)
Telephone (Other Users)
Telephone (Other Users)
Criminal Hist. Cntr. (B.P.D.) X
Criminal Hist.. Cntr. (E. P. D.)"
Criminal Hist. Cntr. (B.P.D.)
Criminal Hist. Cntr. (B.P.D.)
X
X
X
X
X
x
lVeekly Analysis: Service
Checks Time
x
x
x x
x X
x
X
x x
x x
Graph Monthly Analysis:
Numher ' 'Su'bj'e'ct Service
"C'lie'c'ks 'Tinie"
A-36 Criminal Hist. Cntr. (Other) X
A-37 Criminal lUst. Cntr. (Other) X
A-38 Criminal Hist. Cntr. (Other)
A-39 Criminal Hist. Cntr. (Other)
A-40 Identification Cntr. (B. P. D.) X
A-41 Identification Cntr. (B. P. D. ) X
A-42 Identification Cntr. (B. P. D. )
A-'U Identification Cntr. (B. P. D.)
A-44 u.s. Mail (Other Users) X
A-45 u.s. Mail (Other Vsers ) X
A-46 U. S. Mail (Other Users)
A-47 U.S. Mail (Other Users)
EXHIBIT 11, b
Weekly Analysis: Serv'ice
, 'C'he'c'ks 'Time
X
X
X
X
X
X
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EXHIBIT A-12
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EXHIBIT A-13
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MARCH 1973 - T.OTAL NUMBER OF RECORD/WARRANT CHECKS PER DAY:
AVERAGE WEEK: REQUESTS BY ALL USERS
is> IS> (\J
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192 TUES
lla, ,,I, 111
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EXHIBIT A-IS
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EXHIBIT A ... 16
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EXHIBIT A-17
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m-1 I
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MARCH 1973 - TOTAL NUMBER OF RECORD/WARRANT CHECKS PER DAY AT HOT DESK: AVERAGE WEEK: REQUESTS BY ALL USERS
~~I u l!..! T :i! U I §0 ~ I II 1,1111'
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DAYS or ThE MONTH
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(5)
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288 324 ThLiR
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(5)
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35
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DAYS OF THE MONTH 35
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WED
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384 THUR
480 CRT , '.L
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672
t:r1 :x: :r: H t::;; H >-3
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o o N
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EXHIBIT A-40
---------
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MON "J92 TUr:S
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l~i~~ j:l(i1 111
n 384
THUR
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