Records Management System
A Niche-style force records spine — nominals, vehicles, locations, crime reports, custody, intelligence, safeguarding, missing persons and a full prosecution chain — built to genuine UK and Irish procedural fidelity. Operational records hold fictional in-character data only (the Acceptable Use Policy prohibits entering real-person information); account and security data is processed separately under the Privacy Policy.
The records spine
One connected record set — not four siloed lookups.
Every record type links into a shared substrate. A person, a vehicle, a location, a crime report, a custody episode and an intelligence report are all connected through one mechanism — so a nominal's profile shows everywhere they appear, as suspect, victim, witness, detainee or owner.
Nominals & objects
Master person, vehicle and location records, each with a readable reference — never a raw database ID.
- Person — NOM/YYYY/NNNNN, aliases, distinguishing features, self- and officer-defined ethnicity
- Vehicle — UK AB12 CDE or Irish 241-D-12345 plate, VIN, keeper link
- Location — UK postcode or Irish Eircode, property type, coordinates
Polymorphic links
Any record can be linked to any other with a typed, time-boxed relationship — building a connected intelligence picture.
- Around 40 link types — person, vehicle, OCG, paramilitary, crime report, custody episode, intelligence
- A semantic verb catalogue describes how records relate, not just that they do
- Per-record action log: investigation notes, decisions, assessments, witness interviews
Record visibility
Supervisors lock a record to a rank floor, a specialist unit, or named members — with a reason on the audit trail.
- Lock by all-force, minimum rank, or specialist unit with member and branch allowlists
- 30-day form drafts, named saved searches, a recently-viewed side panel
- Deliberately not a mirror of LEDS — force-local records with a one-way bridge to the national view
Authentic by design
It looks and behaves like a real police RMS.
The records interface is built in a deliberately dense, authentic records-application style rather than a generic web look — the visual cues officers expect: a structured header, mandatory-field shading, completed-section ticks, and overdue badges. Navigation hides any module a user isn't entitled to see.
- Mandatory-field shading and green completed-section ticks guide accurate form completion
- The top-tab navigation hides modules a user lacks entitlement for — entirely
- Light and dark theme support over the records skin
Custody — the crown jewel
A real PACE clock for each jurisdiction. Not a generic timer.
The detention clock runs on the correct statutory basis for the force, with review schedules derived from the actual legislation and verified against legislation.gov.uk and the Irish Statute Book. Each milestone carries its statutory label and the rank required to authorise it.
The full custody record
- Code C 1.4 vulnerability flags — juvenile, mental health, learning disability, interpreter — driving the appropriate-adult requirement
- Sequenced custody reviews with representations per Code C 15.3
- Healthcare events, rouse-check visit logs, and a property log
- Intimate searches (PACE s.55) and strip searches (Code C Annex A) as distinct, gated records
- Charge sheets, bail conditions, and release routing
Oversight built in
- Death, serious injury or emergency hospital transfer automatically triggers a mandatory oversight referral — to the IOPC, PONI, PIRC or Fiosú as appropriate
- These triggers are server-derived — the client cannot forge or suppress them
- Search records snapshot whether the detainee was a juvenile at the time of the search, so compliance is immune to later edits
- Bail vocabulary is fenced per jurisdiction — street bail and RUI for E&W/NI only, investigative liberation and undertaking for Scotland only
The report catalogue
Every significant action has a formal report type.
No more ad-hoc note-taking or Discord logs. Around 25 structured statutory report types, each linking to nominals, vehicles and locations, feeding the person’s profile and the downstream prosecution chain. Tiles that don’t apply to a jurisdiction simply don’t appear.
Core
- Crime recording
- Use of force
- Stop & search
- Property & premises searches
- Personal searches (post-arrest)
- Premises entry
- Anti-social behaviour
- Public order incidents
- Seizures
Road traffic
- Road traffic collision (STATS19)
- Section 59 warnings
- Fixed penalty notices
- Notices of intended prosecution
- Vehicle defect notices
- Production forms (HORT/1)
Welfare & other
- Mental Health Act detention
- Safe & well checks
- Sudden death
- Critical / major incidents
- Out-of-court disposals
- Animal welfare (DDA)
- Property log
The detail is in the flags.
A crime report isn’t a free-text box. Offence classification switches automatically by jurisdiction — NCRS, NICRS, SCRS or the CSO — and a wide specialist-flag matrix captures the things that actually matter: hate crime and its motivations, modern slavery, county lines, terrorism and PREVENT, domestic abuse, coercive control and Clare’s Law, RASSO and CSE, trafficking and NRM, firearms, knife and drug-class markers, assaults on emergency workers, and MAPPA, ViSOR and barring referrals. That breadth is what tells an experienced officer this was built by someone who understands the work.
Intelligence
Graded intelligence, covert watches, and real authorisation.
A structured intelligence subsystem that turns community-generated information into an actionable, retrievable product — graded, reviewed, and authorised the way real intelligence handling demands.
5×5×5 grading
Every intelligence report graded on the full College of Policing framework.
- Source reliability (A–E), intelligence assessment (1–5), handling code (1–5)
- Mandatory supervisor review for high-handling intelligence before it can be disseminated
- Sanitised re-dissemination summary, currency and expiry review dates
Nominal watches
Covert or visible watches on a person, vehicle, OCG or firearm.
- A real authorisation-policy engine decides self-authorise vs escalate up a rank ladder
- Per-model duration ceilings — 7, 14, 21 or 90 days
- Specialist-unit self-authorisation (e.g. a 3-day Counter-Terrorism ceiling)
Covert & CHIS
The most-restricted tier, behind a heavily-gated wall with segregated audit.
- Covert watches require a non-expired RIPA or IPA authoriser qualification
- CHIS handlers see their own sources only, in a separate audit stream
- RIPA authorisation types — directed and intrusive surveillance, property interference, communications data — carry exact statutory anchors
Statute-anchored warning flags
The operational markers an officer needs before dealing with a person — each carrying its real statutory basis, with an impose / revoke / expire lifecycle and an immutable audit trail.
- MAPPA (levels 1–3, CJA 2003 s.325) — flipping to PPANI in NI and MAPPA Scotland
- Registered sex offender, prolific offender, firearms-certificate holder, known to carry weapons
- System-raised markers officers cannot forge — safeguarding subject, threat-to-life (Osman), child-abduction warning
- A mandatory rationale at impose; an append-only trail of every change
Safeguarding & missing persons
The public-protection record set: a referral front door, a full safeguarding case lifecycle, and a missing-persons module with College-of-Policing risk grading.
- DASH risk assessment with MARAC-style conference support
- Genuine pathway fidelity — NRM two-stage, Channel two-consent (CT-gated), Care Act s.42 three-condition
- Immutable, versioned risk assessments model evidential integrity
- Missing-persons episodes (MIS/YYYY/NNNNN) with Herbert and Philomena protocol profiles and return interviews
Court & prosecution
A statute-verified court catalogue across four jurisdictions.
Prosecution files route to the correct authority, and court applications are drawn from a catalogue verified against the actual statute books — not a generic list of “warrants”.
The application catalogue
- Warrants, summonses and production orders across all four jurisdictions
- Protective orders — injunctions, non-molestation, occupation, restraining
- POCA applications — restraint, confiscation, cash forfeiture
- Sexual risk orders and notification requirements
- Counter-terrorism and exclusion orders
- ASB and closure orders, gang injunctions, family-court applications
Routed to the right prosecutor
The charging decision and prosecution file are routed to the authority that actually handles it in that jurisdiction.
- England & Wales — Crown Prosecution Service
- Northern Ireland — Public Prosecution Service NI
- Scotland — Crown Office & Procurator Fiscal Service
- Republic of Ireland — Director of Public Prosecutions
- Court hearings, adjournments, outcomes and sentencing records
Accountability backbone
Every read, write and search is on the record.
The audit trail is the foundation, not an afterthought. Who did what, to which record, when, and why — recorded with the actor’s rendered identity, a reason, and a severity, with dedicated segregated streams for the most sensitive material.
Director break-glass — with a reason
A Director accessing restricted material must enter a reason of at least 50 characters, centrally enforced and permanently logged for Professional Standards. It models real police “break-glass” accountability — the power exists, and every use leaves a mark.
Segregated sensitive streams
CHIS and RIPA activity write to their own dedicated audit streams, separate from the general log. Critical and sensitive-bypass entries escalate to a platform oversight queue automatically.
Identity that survives turnover
Audit entries record a pre-rendered actor identifier, so the trail stays readable even after staff leave and accounts change.
Access mapped to real roles — not “admin” and “mod”.
Every capability in the RMS is a named entitlement drawn from a catalogue of more than 70 codes, granted per member and mapped to the real language of the job: Disclosure Officer, POCA Investigator, CHIS Handler, Controller and Authorising Officer, MARAC Coordinator, NRM First Responder, PACE Custody Officer, Scottish Custody Sergeant, Garda Member in Charge.
Grants carry jurisdiction tags, so a Northern Ireland power simply won’t resolve for an England & Wales force. The most sensitive 17 codes require an explicit Gold-Command confirmation recorded in audit — and an officer can’t grant themselves prosecutor, court, sentencing or bail powers, enforcing real separation of duties. Role presets let a Force Admin apply a whole bundle on promotion in a single action.
This is one of nine live modules.
The RMS is the flagship — but every billing interval includes LEDS, intelligence, the compliance backbone, and every future module, across all four jurisdictions. One product, everything included, from £28/mo on annual billing.