Document Sample

Section 2-A: Crash Information

Data Collection
1.    Describe the process of crash reporting (a) from the crash event, (b) through the
      completion of the police report, (c) through the supervisory review, and (d) submission to
      the custodial state agency.

     (a) Trooper receives a call through dispatch who attempts to collect basic initial information
         or the Trooper happens upon the crash.
     (b) Trooper responds to scene, collects information and then generates a 12-200 crash form
         through TraCS or handwritten.
     (c) Currently the Report is printed and provided to supervisor who examines for
         completeness and is then signed off.
     (d) Report is routed to DMV and DOT who collects and tracks data within the form.

2.     What types of technology are used for crash data collection; e.g., PC's, GPS technology,
       CDPD, RF Linkage, Magnetic stripe, Bar Code, Voice Data Capture, GIS?
(a) We use Toughbook PC’s, GPS, bar coded license / registrations, Total Station Measurement
Collection (serious injury or fatal), digital cameras and basic measuring tools (tapes etc.)

Data Content
3.     How is crash location information entered on the crash report form by the officer? Are
       the locations identified in the same way for state highways as local streets and highways?
   (a) The officer types the information in or hand writes it.
   (b) Highway locations in the more rural areas are identified by milepost / GPS. If cross
       streets are present then they are used. Highway identification points outside of city
       locations are typically done differently.

4.      How does the officer indicate types of violations and citations issued on the crash report?

(a) By checking the appropriate box and by listing what the citation / violation was in the
offense section of the 12-200. Currently the crash report has a very small field for the citation /
violation section so if multiple citations are written only the first one is captured in the box.

5.      How does the officer indicate whether alcohol or drugs are suspected? How is BAC
        obtained (from various sources such as breath testing, or lab testing) and how is the
        information entered into the crash file when obtained?

     (a) The form has a blank for alcohol / drugs suspected. If either are suspected they indicate
     (b) A BrAC is obtained by a PBT on scene, or a Datamaster test located at a Trooper Post or
         Police Department or a BAC is obtained via a blood draw (must be sent for testing)
     (c) The information that applies at the time of the initial report is checked and articulated in
         narrative. Once confirmation is received by one of the 3 methods, the appropriate results
         are indicated by updating the report (prior to final approval), or adding a supplemental to
         reflect the test result (blood draw) that is attached with the main report. If the blood is
         sent off for testing it generally takes months to receive the results.
6.      What information is recorded about the EMS agency responding to the crash; for
        example, the agency identifier, the EMS run number, and the medical facility to which
        the victim was transported?

(a) An EMS run number is obtained from medics and included in the 12-200 report (block for
this) If it is a fatal crash or serious injury there may be supplemental reports filled out that
include the data of which hospital the victim was transported to. Currently the form only allows
for indicating the person was transported by a type of vehicle / aircraft and was taken to a
hospital / clinic.

Data Output

7.      If the state law enforcement agency maintains a crash file, what are the outputs from this
        crash file? Who uses them? For what purpose? Are data used to identify high incident
        locations for resource allocation? If a crash file is maintained, can it be linked with a
        citation file? DPS does not currently maintain a crash file.

     (a) Copies of all papers reports go to DMV and then DOT.
     (b) DMV, DOT, and FARS along with numerous other agencies use Crash Data, however
         they get the data from DOT’s database.
     (c) Yes. 4 Safety Corridor’s were identified in partnership with DOT through 12-200 review
         using the database maintained by DOT.
     (d) Typically copies of citations are attached to the reports. Both can now be filled out
         electronically but are not in the stored in the same database.

Data Quality

8.      What process is used to return incomplete or incorrect reports sent back to the
        investigating officer? Does the central crash reporting agency (if different from the State
        Law Enforcement Agency) have a process for returning these reports if a problem is
        noticed after the report is submitted?

     (a) Supervisors route the report back to the officer if a report is incomplete or needs
         corrections made. Once corrections are made the report is resubmitted for corrections
     (b) DOT sends reports back to the original agency if they are missing critical data elements.
         Generally they have one point of contact at the agency where all forms are returned.

9.      Is there a formal process for noting common reporting errors and are these common
        reporting problems emphasized during crash investigation and reporting training? What
        type of and how much crash investigation and crash reporting training is provided?

     (a) DOT has a running list of the most common missing elements and errors. We
         incorporate that into training across the state.
     (b) Basic level at academy, on the job training through FTEP and patrol time
     (c) Basic refresher training as requested through Detachments (ABHP teaches)
Additional Questions
10.    Does the state enforcement agency maintain a file of crashes it investigates? If it does,
       are paper copies of the crash reports, or an electronic copy of the file, forwarded to the
       custodial agency (assuming this is not the "official" file)? Does it differ in content (data
       variables, threshold of crash) from the "official" state file?

   (a) DPS keep the original crash reports that it investigates and routes a copy to DMV
   (b) Most of DPS’s crash reports are completed electronically using TraCS and are sent to a
       report repository through TraCS.
   (c) Content maintained in DPS files for 12-200 is the same sent to DOT / DMV

What steps can be taken to improve the collection, processing, and availability of crash

   More agencies to begin using TraCS as the new crash form being implemented in Jan. 1st
   2013 will contain much of the needed data fields missing today.
    TraCS citation data and 12-200 data merging into ARMS (Alaska Records Management
   System) . This will assist as serious injury and fatal crash reports require in most situations
   more information than that required on the actual 12-200.

Section 2-E: Citation/Adjudication

1.      Do all law enforcement agencies within the state use a uniform citation form?

(a) No.
(b) Most have same type of citation (state book) but not all
(c) Many are now doing citations electronically through TraCS

2.      How is citation inventory managed? Is it by a central authority, or does each individual
        law enforcement agency manage it's own?

(a) Each manages it’s own, however by state law DPS has central responsibility.

3.      Describe the process by which officers are assigned ticket books. (For example, is there
        a requirement to sign for each book? What happens when a ticket is voided? Are
        officers required to account for each ticket in the book they have been given? Is there a
        formal audit or oversight process to assure track the tickets that have been assigned to
        officers, either within the department or by some other entity, like a state auditor?)

(a) Most are using TraCS so citation numbers are automatically given
(b) Those using written citations write the citation book numbers on sign out log (T12 – T32 etc)
(c) I am unaware of a formal audit or oversight for tracking tickets outside of the court once
citations are filed

4.      For your law enforcement agency, are statistics available regarding citations issued, by
        officer, or in total? If yes, are these from your Records Management System, or some
        other source? Can you sort them by type of violation? By location?

(a) Yes
(b) From our TraCS system and our internal data system (SRF tables)
(c) Yes we can sort by type of violation and to some degree by location, however not an exact
        location currently.
5.      How do you use citation/adjudication data? Can you effectively determine the success of

(a) To report on increase or decreases of various driving behaviors
(b) Yes

6.      Please provide a flow chart that depicts your procedures in ticket issuance and DUI/DWI
        arrests, including how long each step takes. For example, is the ticket sent electronically
        to the court or is it mailed? How long does it typically take for the ticket to be sent to the
        court? Include charts that show the process for the various methods for detecting blood
        alcohol concentration values through various methods (breath, blood, urine tests).
        Tickets issued in TraCS (electronically) in a portion of the state are sent electronically to
        court. All other citations have to be hand delivered or mailed to the court. TraCS
        citations are typically at the Court within 48 hours. Other citations have to be processed
        in house before being sent to Court and generally take 5 to 10 days to be processed at
       DUI arrests are generally at the time of arrest taken to a Trooper Post or Police
       Department with a DataMaster. After a 15 minute observation period, the subject is
       requested to provide a sample of their breath. If they do so, the results are provided by
       the instrument both through a visual display and a printout. The person is offered the
       opportunity to get a sample of their blood. If they chose to do so they are transported to a
       hospital, clinic or other authorized location for a sample to be drawn. Depending on the
       location it can take several hours for the sample to be drawn. Once it is drawn it is placed
       in evidence until such time as someone makes a request for it to be tested. If the request
       is made for the blood to be tested it is sent to the State Crime Lab for analysis. They in
       turn send it to the Crime Lab in Washington State for testing and the results are returned
       to the requesting agency, normally several months later.

7.     Do you receive conviction/disposition data from the courts on the tickets that you write?
       If not, do you get it from some other source?

(a) Yes. The court sends those directly to Trooper.

8.     How does the court notify you if a ticket you wrote had an error? Do they contact the
       officer/supervisor? Or are tickets with errors generally just dismissed?

(a) Usually they will contact the issuing officer.

9.     Is there a data dictionary for citations?

(a) No.

10.    Is there a training manual for citations? If yes, please provide a copy.

(a) Yes

11.    Can the citation file be linked to these other files? Please indicate as per the table below:

          Table 10: Common Linking Variables between Citation/Adjudication and
                     Other Data Components of a Traffic Records System
                                    - Computer Aided Dispatch (CAD) Record Number
                                    - Citation/Arrest/Incident Number, Court Case
Citation/Adjudication Linkages to     Number Yes
Other Law Enforcement Files and     - Location (street address, description, coordinates,
Tracking Systems Yes (APSIN)          etc.) Not currently
                                    - Personal ID (name, address, DL number, etc.) Yes
                                          -   Driver and Owner Names, Driver License Number
Citation/Adjudication Linkages to         -   Driver & Owner Addresses (location code,
Driver/Vehicle Files Yes (ALVIN)              coordinates)
                                          -   Vehicle Plate Number, VIN
Citation/Adjudication Linkages to    -        Personal Identifiers (where allowed by law)
Statewide Injury Surveillance System -        Crash-Related Citation/Arrest Date, Time, Location
Information                                   Yes

Computer Aided Dispatch Record # Yes
Court Case # Yes
Personal ID (name, address, DL number, etc) Yes
Vehicle owner name
Vehicle Plate Number/ VIN
Crash information Yes
Emergency Medical/Hospital information

12.       What training is provided to police officers on citation issuance? Is it adequate?

(a) FTEP process. Yes.

13.       Are data provided to the Traffic Records Coordinating Committee (TRCC)? Are you a
          member of the TRCC?
(a) No
(b) Yes

14.       Are there procedures in place for addressing errors? If yes, please describe.

(a) For TraCS – Yes. The citation will not print to issue to the defendant until it is filled out
       completely. If there is an error in the data on the citation the court notifies the Officer
       involved and also the TraCS Support Team.

15.       Is there a system that tracks all DUI arrests throughout the state that provides statistical
          information about all aspects of the enforcement of alcohol laws/codes/ordinances

(a) No. APSIN tracks most but not all agencies use it.

16.       Does the state follow all applicable guidelines in reporting transfer and sharing of data,
          i.e. NCIC, GJXDM, NIBRS, LEIN, NLETS?

Yes. Where the state is physically able we do.

What steps can be implemented to improve the collection, processing, and availability of
citation data?

All agencies within state could begin merging into one system of use or programming
existing systems to communicate with each other for data sharing abilities.

Shared By: