20 Best Police Records Management System for 2025

Police records management systems (RMS) store, retrieve, retain, archive, and view law enforcement records and files. These tools automate everyday processes while reducing human error and improving public security and safety. Police RMS offers mobile record generation and storage to track activities in the field.

When choosing a police RMS software category, be sure to check if it allows law enforcement to document incident reports; support citations, warrants, and arrest reports, handle evidence management and field interviews; be compliant with national crime recording standards, data queries, and reporting.

This guide will discuss trends in police record management system technology, the benefits of police RMS, and examples of solutions worth considering.

The global document management system market is expected to expand from $5.55 billion in 2022 to $16.42 billion by 2029. This is despite the pandemic slowing down the market from 2019 to 2020. (Fortune Business Insights, 2022) Besides, technology, competition, regulatory compliance, and profitability have been transforming the electronic records management systems industry.

Organizations, the police force included, have little space for inefficiency in their management activities. Thus, even the global law enforcement software market is estimated to reach $22.1 billion by 2026 at a 9.8% CAGR. This growth is also driven by agencies’ migration to the cloud, improving operations, and streamlining processes. (Research and Markets, 2022) The best law enforcement software also includes robust records management modules.

Automation

Robotic process automation (RPA) has been popular for nearly a decade and shows no signs of fading, even in law enforcement. The RPA market crossed $2 billion in 2021 and is predicted to grow 53% to $3.17 billion in 2022. Most of this increase will come from existing RPA users expanding their footprints. RPA solution provider iPath announced a dollar-based net retention rate of 144% for 2021, meaning, its average customer spent 44% more than in 2020. (Intelligent Automation Network, 2022)

Transparency

For every 100,000 Americans, there were 398.5 violent crimes in 2020. There were 1,958.2 property crimes overall per 100,000 people. (Statista, 2021) Access to these numbers has proven difficult, though. Future efforts to increase transparency in law enforcement are, therefore, anticipated. These complement neighborhood-focused policing. Before FOIA demands or media pressure, an agency may make crime statistics easily accessible or share sensitive or high-profile bodycam footage.

Artificial Intelligence

Large companies hire data scientists, data miners, and business intelligence architects to mine insightful data. Some of these already specialize in providing highly competent crime analytics software. While artificial intelligence is significantly employed for service operations and product and service creation in high tech and telecom, (McKinsey; Stanford University, 2021), the police force is also leveraging it. AI has become vital in natural language and intention-based queries, able to unlock inaccessible digital records. Machine learning, predictive analysis, and data visualization can improve decision-making and optimize business processes.

Despite many Americans being utterly concerned about privacy and AI possibly harming society, police agencies will continue using this technology. That is considering the massive growth in data that the world will handle in the years to come. Several international organizations, including the United Nations, explore future law enforcement AI applications’ tactical, legal, and ethical ramifications. NIJ funds AI research in video and image analysis, DNA analysis, gunshot detection, and crime forecasting. (Redden et al., 2020).

Cloud Storage

The Cisco Annual Internet Report makes predictions on the growth of devices and connections, as well as network performance. There will be 5.3 billion Internet users worldwide by 2023, 3.6 gadgets and connections per person, with an average fixed broadband speed of 110 Mbps. Combining cloud computing with a browser-based interface creates police RMS with cost advantages and virtually unlimited processing power to crunch numbers and turn data into intelligence. It will definitely empower the police force as they are able to access data and collaborate even when they are in the field.

Community-Oriented Policing

Community policing will expand in 2022. Even the top cop schools have been introducing this concept to next generation of law enforcers. The U.S. Department of Justice will allocate over $139 million in grant funding to this program. Through this program, federal, state, and local agencies are reorienting their policing methods to fit community needs. New programs will develop trust between law enforcement and rural, Canadian, and United Kingdom populations. Meanwhile, the best citizen engagement software solutions in the market already incorporate some elements of community-oriented policing.

Police records management system benefits public safety organizations and the communities it serves in the following ways.

• Data collection and analysis: Manage huge data securely. Data sharing improves teamwork and decision-making. Data management facilitates policing and investigations.
• Centralizing investigative data: A centralized database contains evidence, family records, biometrics, and criminal history. Data patterns and trends enable proactive staffing and resource allocation.
• Actionable insights: Incident mapping lets police track crime scenes, find patterns and decrease recurrence. By updating workers on crime scene locations, this function optimizes reaction times and resource allocation.

How do police records management systems improve officer productivity?

Police records management systems (RMS) enhance officer productivity by automating and streamlining routine tasks, allowing law enforcement personnel to focus more on critical fieldwork. Key benefits include:

• Faster data entry: Automation reduces the time spent on manual data entry, allowing officers to input information quickly and efficiently, often directly from the field.
• Real-time updates: Mobile accessibility and cloud integration ensure that officers have access to the most up-to-date information, improving response times and decision-making in the field.
• Reduction in paperwork: RMS systems reduce the need for physical paperwork, simplifying record-keeping, and ensuring that officers spend less time on administrative tasks and more time patrolling and engaging with the community.
• Improved collaboration: By centralizing data and enabling seamless sharing between departments, RMS solutions promote better coordination and teamwork, allowing officers to work together more effectively.
• Enhanced reporting: With automated reporting features, officers can quickly generate accurate reports for cases, reducing time spent on documentation and enabling faster follow-up actions.

These capabilities lead to improved operational efficiency and better resource allocation within law enforcement agencies.

List of Best Police Records Management Systems

1. ARMS Records Management System

Through a single interface, ARMS Records Management System allows a government agency to organize, maintain, and retrieve data. ARMS RMS is a user-friendly law enforcement records management software that helps users find the records or analytics they need. ARMS provides users with seamless information management, whether in the office or on the go with a mobile device.

Features

• Full integration with all ARMS modules
• Intuitive and single-screed design
• Prioritizes critical data to aid decision-making
• UCR, CLERY, and NIBRS Reporting
• Customizable emailing system
• Includes more than 270 supplementary statistical data
• ARMS Data Browser is usable as a query field
• Reports are printable and customizable

Price

• Contact the ARMS Sales Department for pricing

2. CIS Records Management System

The CIS Records Management System automates agency record-keeping, providing real-time records, property, and evidence, dispatch, investigations, and corrections. It is designed for sworn and clerical use. Menus, Tool Bars, Help, and related tools provide a user-friendly environment for entering, accessing, and tracking incidents.

Features

• Certified for NIBRS and UCR Reporting
• Tracks offenses/Violations by State Statute, Local Ordinance Code, and NIBRS Code Simultaneously
• Stores unlimited narratives, scanned documents, audio, and video
• Imports from a master name database
• Allows inquiries across all CIS Systems
• Customizable management and statistical reports
• Integrated evidence tracking with barcoding

Price

• Contact vendor for pricing

3. CentralSquare Records

Central Square Records is a public safety records management system with the functionality of an RMS police reporting system. It eases reporting of incidents and retrieval of data so public safety officers can focus more on what really matters than tedious reporting. It provides a unified platform that aims to build a safer community for all.

Features

• Enhanced Public Safety Suite Enterprise
• Plug-and-play records management
• Digitalized evidence management system
• Interoperable CAD
• Cloud-based finance management system
• Automated community development software

Price

• Contact Central Square for pricing

4. Kaseware Law Enforcement

Developed by former law enforcement officers, Kaseware Law Enforcement is a platform that helps public safety officers in dealing with more complex threats in the community. The all-in-one investigation software is perfect for handling critical cases and performing Use of Force inquiries in an accurate and transparent manner.

Features

• Built-in cybercrime tools
• Safe and secure evidence control systems
• Cost-efficient geospatial criminal software
• Top-of-the-line investigative intelligence platform
• Intuitive and efficient link analysis software

Price

• Flat licensing fee
• Additional cost for migration, customization, integrations, and training
• Contact Sales Executives for prices

5. Omnigo

Omnigo offers an end-to-end software solution to ensure added protection to your community on top of efficient records management, advanced dispatch solution, scalable pre-planning and incident management solution, and streamlined evidence management. Built by former law enforcers and other public safety officers, this platform is built to understand the specific needs of your community.

Features

• Superior dispatch functionality
• Comprehensive records management
• Top-of-the-line Pre-planning and Incident Management
• Safer community and increased engagement
• Secured digital evidence solution

Price

• Contact Omnigo Customer Service for pricing

6. SAFE

SAFE is a completely functional evidence tracking and asset management software that allows for the documentation of pieces of evidence, storage of documents for easy retrieval, and disposal through a retention review request. All the processes of safekeeping evidence go through a chain of custody that is unbroken.

Features

• Simplified evidence management solution
• Digitalized evidence management system
• Easy asset tracking
• Customizable workflow and API
• Personalized dashboard
• Detailed statistics and reporting

Price

• Get in touch with Sales for pricing details

7. digiTICKET

With digiTICKET, you will no longer write any citation tickets at all. It is an eCitation solution that provides an electronic ticket book, a photo capture system, GPS mapping tools, and an enhanced reporting system. digiTICKET combines user-friendly software, excellent customer support, and a highly mobile platform for ticketing and other computing functions.

Features

• Improved officer safety
• High productivity
• Reduced ticket errors
• Automated ticketing process
• Guaranteed ROI

Price

• Contact Sales for pricing

8. eFORCE

In eFORCE, public safety users can access and utilize its CAD, RMS, jail software, and other programs from almost any device and location as it is the first company to offer a comprehensive suite of law enforcement software products that could run on your web browser. It is the vanguard of effectively mobilizing the law enforcement community in the country.

Features

• Easy to use Computer-Aided Dispatch
• Advanced Records Management System
• Intuitively-designed Jail Management System
• Next-generation Mobile Police Software
• Access to Clery One Solution
• Simple e-Citations system
• Consistently effective Mun
• Customizable Civil Process Software Solution
• Highly functional Transit Fare Enforcement Software

Price

• Contact vendor for pricing.

9. Spillman Flex Records Management

Spillman Flex is a command center software suite from Motorola. Flex’s integrated police records management software uses a centralized, single-source database to provide your agency with the insights it needs promptly and accurately for a more informed decision and further safety and protection.

Features

• Single database for encoding, managing, storing, and retrieval of data
• Streamlined reporting and search process
• Easy access to records, pertinent flags, and warnings
• Enhanced police database system
• Integrated jail management system

Price

• Contact sales for price.

10. Valor Systems

Valor Systems has been in the business for 27 years, serving 39 countries. Value Systems is committed to offering cutting-edge software solutions for public safety integrated with security software. It offers CAD, RMS, Mobile, and citizen reporting tools that can operate separately or together as a single unified platform.

Features

• Computer-Aided Dispatch
• Records Management System
• Valor Mobile
• Valor Safeguard
• Alarm Unify program

Price

• Request pricing through the sales department.

11. Incode Public Safety RMS

Incode Public Safety RMS is a platform provided by Tyler Technologies that allows for data sharing, better agency access, and increased collaboration. Record Pro makes sure to protect law enforcers by giving them enough information about the dispatch scene.

Features

• Efficient incident management system
• Intuitive workflow set-up
• Accurate Records Pro System
• Intelligent data flow system
• Efficient reporting system

Price

• Contact Client Support for pricing.

12. PoliSys

PoliSys is a cutting-edge, fully integrated, multi-jurisdictional decision support system with CAD, RMS, and complete mobile computing capabilities. It offers reliable incident call processing, which enables smooth workflow execution with mapping and paging functions that improve the dispatching process.

Features

• Alarm Billing
• Tow Rotation
• Scheduling
• Special Needs Registry
• Master Name Index
• Resident Module
• “Next-call" incident pinning on web maps (Google, Bing, etc) for dispatch and mobile units
• UCR/NIBRS submissions

Price

• Contact PoliSys for pricing.

13. ASPEN-RMS

In order to provide an effective and efficient RMS law enforcement technology, ASPEN-RMS was created for law enforcement and improved with the assistance of end-users. ASPEN-RMS, a web-based records management system from DataWorks Plus, is completely customizable and can offer data from several systems in one place.

Features

• CAD Systems
• State/Federal Interface
• Jail Management System (JMS
• Live Scan
• District Attorney (DA) Interface
• Authorized DA personnel
• Better crime analysis.
• Civil Processing
• Customizable User Interface
• Enhanced Reporting Tools
• Improved Security

Price

• Request a quote.

14. CrimeStar RMS

A multi-user, network-ready system that is easy to use and automates all of the common record-keeping activities of a contemporary law enforcement department, Crimestar RMS functions as a police file software and keeps a record of department activities from the initial phone call or interaction until the indictees’ final disposition and imprisonment.

Features

• Quicker entry
• Powerful searches process
• Detailed reporting
• Effortless information sharing
• Scalable features

Price

• Contact Crimestar for pricing.

15. Larimore RMS

Larimore RMS is a robust integrated system capable of giving your organization-specific information through the use of seamless multijurisdictional data exchange capabilities to connect and integrate essential departmental data, enhancing your company’s operational efficiency and safety.

Features

• Incident Reporting System
• UCR/NIBRS reporting System
• Case Management System
• Property/Evidence Tracking System
• Field Interview System
• Citation System
• Warrant Tracking System
• Larimore’s Warrant Tracking System
• Restraining Order System
• Towed Vehicle System
• Smart Device/Field Report Writing System
• Applicant Registration System
• Intelligence System

Price

• Contact Larimore Associates for pricing.

16. NicheRMS

NicheRMS is the industry standard for Police RMS worldwide. It is a mobile-first, cloud-engineered platform famous across three continents for its agility, scalability, and operational simplicity. One of the reasons NicheRMS365 serves more sworn officers than any other RMS is its extensive reach and full mobile capability.

Features

• Investigation and crime management
• General incident management
• Custody management
• Intelligence management
• Property management
• Case preparation and criminal justice
• Vulnerability management
• Forensics

Price

• Contact NicheRMS365 for pricing.

17. Altia Covert Operations Solutions

Altia’s Covert Operations Solution (ACOS) is a global leader in the management of risk, information, and intelligence in covert operations. ACOS provides agencies with visibility over their most sensitive investigations while mitigating risk, enforcing policy, and delivering operational value by managing all aspects of undercover, informant, witness protection, assumed identity, and intelligence operations.

Features

• Captures all aspects of covert operations
• Ensures compliance with policies and standards
• Cost and time-efficient
• High security

Price

• Contract Altia for pricing.

18. Phoenix Law RMS

Phoenix Law RMS is an all-exclusive platform that is developed with 100% browser-based technology for ease of access. It supports an unlimited number of users without duplicating details and issues with security. It records all data, including mug shots and other arrest records.

Features

• Management of entries to avoid duplicity
• Detection of data errors and inconsistencies
• Intuitive records management system
• Data compliance
• Management of records, inventory, and personnel
• Effortless report management system
• Comprehensive business intelligence and crime analysis

Price

• Call ProPhoenix Headquarters for pricing.

19. Platinum Plus RMS

Platinum Plus RMS is dedicated to providing the best public safety software support that is built for a lasting relationship with clients through an efficient CAD, systematic law enforcement records, orderly booking and release of inmates, and mobility.

Features

• User-friendly design
• Easy access to Help features
• Scalable features
• Customizable access features

Price

• Email or call PTS Solutions Sales Department for pricing.

20. RIMS Records Management System

Despite its simplicity and ease of use, RIMS Records Management System is comprehensive and robust, owing to its optimized methodology. It helps organize, store, and manage the massive amount of information gathered by your agency every single day.

Features

• Persona Records
• Aliases
• Associated persons and vehicles
• Vehicle records
• Case Management
• Warrants
• Citations
• Civil services
• Inmate Management
• Permit tracking
• Firearms permit
• Licensing

Price

• Call the Sales Department for pricing.

Factors to Consider When Choosing a Police Records Management System

Selecting the right Police Records Management System (RMS) is essential to enhancing law enforcement efficiency, maintaining data security, and ensuring compliance with regulations. When evaluating different RMS options, agencies should carefully consider the following factors:

• Customization and Scalability

The RMS should offer customizable features to align with the unique needs of your law enforcement agency. Additionally, as your agency grows or your jurisdiction expands, the software must be scalable to handle increased data volumes without compromising performance.

• Integration with Existing Systems

Seamless integration with existing tools like MDTs (Mobile Data Terminals), CAD (Computer-Aided Dispatch), and other critical systems ensures that the RMS functions as part of a cohesive technology ecosystem. This reduces redundancies and enhances operational efficiency.

• Compliance with National Standards

Verify that the RMS complies with local and national crime data reporting requirements, such as NIBRS (National Incident-Based Reporting System) or UCR (Uniform Crime Reporting). This ensures that data exchange and reporting are both accurate and legally compliant.

• Mobile Accessibility

Given the increasing reliance on field operations, mobile capabilities are indispensable. Officers should be able to access records, capture incident details, and submit reports securely via mobile devices in real-time.

• Data Security and Privacy Protections

A robust RMS prioritizes data encryption, secure cloud storage, and stringent access controls to safeguard sensitive law enforcement and citizen data. This is especially critical given the growing concerns around data breaches.

• Vendor Support and Training

Comprehensive onboarding and ongoing support from the vendor ensure that your team can utilize the RMS to its full capacity. Regular training updates prepare officers to make the most of new features or system improvements.

• Cost Efficiency and ROI

Besides initial costs, consider long-term expenses like licensing, support, and updates. To maximize cost-efficiency, compare the RMS investment against its contribution to operational improvements and data accuracy.

Many law enforcement agencies also benefit from evaluating complementary software solutions for administrative tasks, such as bookkeeping systems. For those seeking reliable options, this bookkeeping software list provides an excellent starting point to find tools that streamline financial operations while enhancing overall agency efficiency.

Implementing police records management systems can present challenges such as secure legacy data migration, precise configuration of workflows, and achieving seamless interoperability with existing platforms, including integrations with property management software companies. Agencies may also face hurdles in ensuring thorough staff training and overcoming resistance to change, which can delay adoption and reduce system efficacy. A structured approach involving detailed project planning, robust vendor support, systematic training programs, and clear compliance guidelines is essential to mitigate these challenges and secure long-term operational benefits.

Police Records Management System for Better Policing

The Internet of Things era highlights data security. It just makes sense for police agencies to adapt to new tech as their prime duty is to keep civilians safe, not only physical safety but also their data security. As such, as the police force adjusts to the times and adapts to technological changes for more streamlined and efficient work, using secured records management becomes crucial in the police management system. Additionally, police organizations have easy access to data anytime, anywhere via cloud-based systems. Such features allow police enforcers to access records even on the field.

Clearly, the best police records management systems help police enforcers to accomplish their jobs and keep everyone, in and out of their jurisdictions, safe. Software solutions have undoubtedly improved efficiency, even in coming up with catchy business names ideas there are apps available for entrepreneurs that make processes easier.

Key Insights

• Automation and Efficiency: Police Records Management Systems (RMS) automate routine tasks, reducing human error and increasing efficiency in managing law enforcement records. Features like robotic process automation (RPA) streamline data entry and retrieval processes.
• Enhanced Data Management: RMS platforms centralize investigative data, including incident reports, evidence management, and criminal history, allowing for better data collection, analysis, and sharing among law enforcement agencies.
• Improved Transparency and Accountability: Modern RMS solutions promote transparency by making crime statistics and sensitive data more accessible. This includes features for public access and compliance with national crime recording standards.
• Integration with Emerging Technologies: RMS systems are increasingly incorporating advanced technologies such as artificial intelligence (AI) and cloud storage. AI assists in crime analytics and predictive analysis, while cloud storage ensures data accessibility and security.
• Community-Oriented Policing: Many RMS platforms support community policing initiatives, helping to build trust and improve relationships between law enforcement and the communities they serve.
• Mobile Accessibility: Mobile capabilities in RMS allow officers to generate and access records in the field, enhancing operational flexibility and responsiveness.
• Compliance and Reporting: RMS solutions ensure compliance with reporting standards like UCR, CLERY, and NIBRS, and offer customizable reporting features to meet various regulatory requirements.

FAQ

1. What is a Police Records Management System (RMS)? A Police Records Management System (RMS) is a software solution designed to store, retrieve, manage, and analyze law enforcement records. It helps automate everyday processes, improve data accuracy, and enhance public safety by providing a centralized platform for record-keeping.
2. What are the key features to look for in a Police RMS? Key features include incident reporting, evidence management, citation and warrant processing, compliance with national crime recording standards, data analysis and reporting, mobile accessibility, and integration with other law enforcement tools and databases.
3. How does automation benefit police RMS? Automation in police RMS reduces the time and effort required for data entry, minimizes human error, and streamlines various administrative tasks. This allows officers to focus more on critical aspects of law enforcement rather than paperwork.
4. Why is data centralization important in a police RMS? Centralizing data in a police RMS allows for better management and accessibility of information, including incident reports, criminal records, and evidence. It enhances coordination among law enforcement agencies and improves decision-making based on comprehensive data analysis.
5. How does AI improve the functionality of police RMS? Artificial Intelligence (AI) in police RMS enhances crime analytics, predictive analysis, and decision-making processes. AI can identify patterns, analyze large volumes of data, and provide actionable insights, helping law enforcement agencies address and prevent crimes more effectively.
6. What role does cloud storage play in police RMS? Cloud storage in police RMS offers secure, scalable, and accessible data storage solutions. It allows officers to access records from any location, facilitates collaboration among agencies, and ensures data integrity and security.
7. How do police RMS solutions support community-oriented policing? Police RMS solutions support community-oriented policing by providing tools for better community engagement, transparency, and collaboration. Features like public access to crime statistics and integration with citizen engagement platforms help build trust and improve community relations.
8. What are the compliance standards that a police RMS should meet? A police RMS should comply with standards such as Uniform Crime Reporting (UCR), Clery Act, and National Incident-Based Reporting System (NIBRS). These standards ensure accurate and consistent reporting of crime data across different jurisdictions.
9. Can RMS systems be accessed on mobile devices? Yes, many modern RMS systems offer mobile accessibility, allowing officers to generate, update, and retrieve records in the field. This enhances operational efficiency and enables timely access to critical information.
10. How do police RMS solutions improve public safety? Police RMS solutions improve public safety by enhancing data accuracy, streamlining law enforcement processes, and enabling better analysis and decision-making. By providing a centralized platform for managing records, these systems help law enforcement agencies respond more effectively to incidents and prevent crimes.

References

• Fortune Business Insights. (2022). Document Management System Market Trends & Growth [2029]. https://www.fortunebusinessinsights.com/document-management-system-market-106615
• Intelligent Automation Network. (2022). RPA, Intelligent Automation and Digital Transformation: The Trends that will Define 2022 | Intelligent Automation Network. https://www.intelligentautomation.network/intelligent-automation-ia-rpa/articles/rpa-intelligent-automation-and-digital-transformation-the-trends-that-will-define-2022
• McKinsey; Stanford University. (2021). Artificial Intelligence Index Report 2021. Artificial Intelligence Index Report. https://aiindex.stanford.edu/wp-content/uploads/2021/11/2021-AI-Index-Report_Master.pdf
• Redden, J., Aagaard, B., & Taniguchi, T. (2020). Artificial Intelligence Applications in Law Enforcement: An Overview of Artificial Intelligence Applications and Considerations for State and Local Law Enforcement | Office of Justice Programs. https://www.ojp.gov/ncjrs/virtual-library/abstracts/artificial-intelligence-applications-law-enforcement-overview
• Research and Markets. (2022). Global Law Enforcement Software Market by Component, Solution (Digital Policing, Computer-Aided Dispatch, Jail Management), Service (Consulting, Training and Support, Implementation), Deployment Model (Cloud and On-premises), and Region—Forecast to 2026. https://www.researchandmarkets.com/reports/5319536/global-law-enforcement-software-market-by
• Statista. (2021). Crime rate in the U.S. by type of crime 2020. Statista. https://www.statista.com/statistics/202703/crime-rate-in-the-usa-by-type-of-crime/