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May 2024 Tips - Archiving Cases

Archiving cases is not just a process; it's a vital responsibility in maintaining law enforcement records. Each case holds critical details that are relevant and crucial for future investigations, legal proceedings, or statistical analysis. The archiving process involves more than just cataloging and organizing case files; it's about ensuring they are securely stored and easily retrievable when needed, contributing to the integrity of our justice system.

WHY Should YOU Archive Cases?

Supervisors and administrators use the Admin Review module of In-Synch RMS to manage the lifecycle of an incident from creation through court resolution. Over time, agencies often build a backlog of cases (many adjudicated or tabled due to insufficient leads). The archival function moves these "inactive" cases from the primary grid, leading to quicker loading times and a more manageable Admin Review. 

Once a case is archived, it's not immediately viewable through Admin Review. However, accessing these cases is a breeze. From the "Tools" drop-down list, select "Archive Management" to access the Date Range and Case Number search options. Archived cases can be set back to an "Active" status at any time, giving you complete control and ease of use.

How often should you archive cases? 

For agencies with lower case volume, archiving once every six months or once per year may be sufficient. However, agencies with larger case volumes, especially those that are no longer active or have been completed, may want to archive cases monthly. 

Rest assured, the archiving process is designed with your convenience in mind. This flexibility ensures that archiving is not overwhelming but manageable, allowing you to focus on other essential tasks without feeling burdened.

For more information on "Archive Management," "Admin Review," or other Modules in the In-Synch RMS Software, please visit

Users can obtain Online Manual credentials by calling our help desk at 1-800-243-6540 Ext:1


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