CHAPTER ONE:

INTRODUCTION

1.0 OVERVIEW

The automated police record keeping system can help in storing the
records related to the criminals, cases, complaint record, and case history
and so on. This can allow a person to enter or delete the records if
necessary. All these records can be maintained in a single database.
Security is maintained so as to ensure that only the authorized users will
have access to the system. This application will be one of the useful
projects that the police can rely on. This website can help in getting the
information of the criminals of many years back. It can also help in
minimizing most of the work of the police.

1.1 BACKGROUND TO THE PROBLEM

Law enforcement organizations, including police departments, are

essential to upholding public safety, combating crime, and preserving law
and order in Nigeria.
There is the issue of religious crisis in some states of the northern part of
Nigeria, ritual killings and kidnapping in some states of the south-east and
south-south, sectarian clashes in some states of the south-west. In order to
re enforce security and justice in Nigeria, and to ensure the security of the
citizens, it is important, to establish at all levels a concrete and user-
friendly system, which will enable an efficient exchange of information on
previous convictions of criminals. Information about previous convictions
shall circulate between judges and prosecutors as well as police authorities.
(Mahmoud and Ahmed, 2011). This is essential in order to provide
adequate response to crime and also to prevent new crime from being
committed. A substantial portion of their job include keeping thorough and

1
accurate records of all criminal activity, investigations, arrests, case files,
and administrative procedures. A police department's ability to make
decisions, carry out legal procedures, and prepare for the future all depend
on its ability to maintain current record and keep case recorded up to date,
Unfortunately, a lot of police departments continue to use antiquated,
manual record-keeping procedures that are rife with errors, inefficiencies,
and security vulnerabilities. By offering a more dependable, effective, and
safe way to manage records, an automated record-keeping system can help
with these issues. This study investigates the issues with the way police
departments now retain records and the requirement for an automated
solution. (Muhammad et. Al. 2012).

1.2 STATEMENT OF THE PROBLEM

The efficacy of law enforcement operations is compromised by

inefficiencies and weaknesses in the current condition of police record-
keeping. Many police departments still use antiquated digital systems or
manual procedures that are inefficient, prone to mistakes, and unable to
handle the increasing needs of contemporary policing. Inconsistencies,
delays in information retrieval, and a higher chance of data loss from
physical damage or poor administration are all consequences of manual
data entry and paper-based recordkeeping. (Abrahm,2011). Similar to this,
outdated digital systems frequently lack sophisticated features like
comprehensive data analytics, real-time access, and agency integration,
which leads to data silos and little cooperation. It is difficult to respond to
crimes and handle caseloads because of these problems, which also impair
operational efficiency and jeopardize the confidentiality and accuracy of
important data. Furthermore, proactive enforcement and resource
allocation are further limited by the lack of automated technologies for
reporting and trend analysis. (Thorn, 2015).
2
1.3 OBJECTIVE OF THE STUDY

This study's main goal is to develop and deploy an automated record-

keeping system for police departments in order to solve the shortcomings,
security issues, and inefficiencies of the current manual and semi-digital
methods. The suggested system seeks to modernize law enforcement
operations, better data management, and boost overall policing efficiency
by using cutting-edge technology including cloud computing, mobile
access, and data analytics. The specific objectives of the study are:
i. Automate Record Management: Provide a digital platform that
streamlines operations by automating the entry, storing, and retrieval
of police records, therefore lowering human error.
ii. Integrate Data across Units and Agencies: For improved
coordination, create a centralized database that combines
information from several police units and facilitates information
sharing with outside organizations.
iii. Enhance Data Accessibility and Availability: Make sure that
authorized workers can access crime data and records in real time,
from any location, to facilitate quicker decision-making and
response times.
iv. Strengthen Data Security and Privacy: Use cutting-edge security
features to protect sensitive data and abide by data protection laws,
such as encryption, role-based access control, and audit trails.
v. Enable Advanced Data Analytics: Provide police officers and
analysts with tools for data analytics and visualization so they can
anticipate criminal activity, spot trends in crime, and manage
resources wisely.

3
1.4 SIGNIFICANCE OF THE STUDY

By tackling the shortcomings of manual and antiquated methods, this study

has the potential to completely overhaul police record-keeping and change
how law enforcement organizations handle and use vital data. By lowering
administrative workloads, decreasing mistakes, and facilitating quicker
data retrieval, an automated record-keeping system guarantees increased
efficiency and improves law enforcement's ability to respond to
emergencies and crimes. Strong security measures are incorporated into
the system to protect private data from breaches and illegal access, which
promotes community trust. Moreover, the system's integration features
enhance case resolution rates by facilitating smooth cooperation between
judicial systems, law enforcement organizations, and other parties. By
seeing trends in crime and properly allocating resources, its analytics-
driven features enable proactive police. In addition to its operational
advantages, the study advances the more general objectives of
accountability, transparency, and public safety by making law enforcement
organizations more capable of handling the demands of contemporary
policing while maintaining ethical norms and community confidence.
(barrymurphy,2023). Furthermore, it empowers law enforcement agencies
to adapt to modern technological demands, fostering greater transparency,
accountability, and efficiency in criminal justice operations.

1.5 SCOPE AND LIMITATIONS

In order to improve security, optimize operational workflows, and

eliminate data management inefficiencies, this project focuses on the
design and deployment of an automated record-keeping system for police
forces. Creating modules for real-time data entry, safe storage,
sophisticated retrieval, report production, and analytics is part of the scope,
as is making sure the system facilitates interagency cooperation and
4
 database integration. For increased security and dependability, the system
will also include features like role-based access control and automated
backups. The study does not, however, include the whole implementation
of the system in all police departments; rather, it is restricted to the
creation and testing of a prototype system. Furthermore, in many
jurisdictions, the availability of technological infrastructure, such as
internet connectivity and contemporary hardware, may limit the system's
usefulness. Although they are not directly within the purview of this study,
user adoption and training needs, as well as possible legal and legislative
limitations on data sharing, are acknowledged as crucial elements for
subsequent implementation.( jasper Elliot,2014).

1.7 DEFINITION OF TERMS

i. Automated Record-Keeping System: A digital platform or software

solution meant to automate the process of storing, managing,
retrieving, and analyzing records. In the context of a police force, it
involves maintaining crime reports, case files, investigative data,
criminal records, and other important information in a consolidated,
secure, and easily available manner.
ii. Data Fragmentation: The scattering of similar data over several
databases or storage systems, which causes irregularities and makes it
difficult to get a cohesive picture of the data. Data fragmentation in a
police force can happen when various departments keep independent,
non-integrated records.
iii. Data Security: The defense of digital data against theft, data breaches,
illegal access, and other harmful acts. It entails the application of
technologies, norms, and regulations to guarantee the safety and
security of sensitive data, including criminal histories.

5
 iv. Data Analytics: The process of looking for trends, correlations, and
patterns in big datasets. In the context of police record-keeping, data
analytics is used to discover crime patterns, anticipate criminal
behavior, and make data-driven decisions for resource allocation and
crime prevention.
v. Predictive Policing: A method of law enforcement prediction that
makes use of statistical models, machine learning, and data analysis to
identify possible fraud. Police departments can more efficiently
allocate resources and carry out proactive crime prevention strategies
with the use of predictive policing.
vi. Centralized Database: A single, cohesive database that combines
information from several departments or sources. A centralized
database would include all crime-related information for a police force
in one place, making it simple for authorized staff to access, retrieve,
and analyze the information.
vii. Role-Based Access Control (RBAC): A security measure that limits
information access according to the job of the person inside the
company. RBAC makes sure that only individuals with the proper
authorization can view sensitive crime records and carry out certain
tasks according to their jobs in an automated record-keeping system.
viii. Audit Trail: A running log of all the operations and exchanges that
take place inside the system. To ensure accountability and
transparency, an audit trail is used in automated record-keeping
systems to monitor who has accessed or edited documents, when, and
what changes have been done.
ix. Data Migration: data transfer: the act of moving data between
systems or formats. Moving current criminal records from manual or
outdated systems to the new digital platform is known as data

6
 migration, and it is a necessary step in the implementation of a new
automated record-keeping system.
x. Interagency Collaboration: the exchange of information and
collaboration between various law enforcement departments or
agencies in order to enhance response to crime and coordination.
Interagency cooperation is facilitated by automated record-keeping
systems because they offer a safe and effective platform for
exchanging pertinent crime data.
xi. Scalability: The capacity of a system to expand to meet growth or to
manage increasing volumes of work or data. Scalability is a
requirement for an automated record-keeping system in order to handle
growing amounts of crime data and add new features as needed.

1.8 PROJECT ORGANIZATION

This project is organized into six chapters, starting with the Introduction,
which provides the background, objectives, scope, and significance of the
study. The Literature Review explores existing research, current trends,
and gaps in police record-keeping systems. System Analysis and Existing
System Characterization evaluates the limitations of the current methods
and assesses the feasibility of a proposed solution. The System Design and
Development chapter outlines the technical requirements, architecture, and
implementation of the automated system. System Testing and Evaluation
focuses on the methods, results, and performance analysis of the new
system. Finally, the Conclusion and Recommendations summarize the
findings, highlight the system’s impact, and suggest areas for future
research and improvements. Supporting sections include preliminary
pages, references, and appendices for supplementary materials.

7
 CHAPTER TWO:

LITERATURE REVIEW

The analysis of current research, technological developments, and best

practices pertinent to creating an automated record-keeping system for
police forces is the main goal of the literature study. The development of
law enforcement record-keeping systems, issues with existing systems,
technology breakthroughs, and the adoption of best practices to guarantee
effective, secure, and integrated record management are all covered in this
chapter.

2.0 OVERVIEW OF EXISTING RECORD-KEEPING SYSTEMS

In the past, law enforcement organizations have stored crime reports, case
files, and other vital data using manual or semi-automated record-keeping
systems, which frequently involve paper-based procedures or basic
databases. Manual systems require a lot of work and are prone to data loss,
duplication, and errors. Some police agencies implemented computer-
based systems over time to increase the effectiveness of data management.
Unfortunately, data silos and fragmentation resulted from these systems'
frequent stand-alone nature and lack of connection with other departmental
or interagency systems. (Gaines and Kappeler, 2011). Pointed out that
disjointed data management systems make it more difficult for police
agencies to coordinate and communicate effectively, which lowers their
capacity to solve crimes quickly. A move toward more complexes,
automated, and interconnected systems is required due to the shortcomings
of old systems. These contemporary systems seek to deliver improved data
analytics capabilities to support decision-making, facilitate effective
information retrieval, and combine data from several sources. (albert el.
2009).
8
2.1 MOST CURRENR WORKS WITH REFERENCE

Recent advancements in technology have paved the way for more efficient,
secure, and intelligent record-keeping systems in law enforcement:

i. Cloud Computing and Data Storage Solutions: Cloud-based

solutions offer scalable, secure, and cost-effective data storage and
management options. Cloud computing enables police departments
to access records from anywhere, improving data accessibility and
operational flexibility (Madsen & Iversen, 2018). Additionally,
cloud solutions facilitate seamless data sharing across different
departments and agencies, supporting interagency collaboration.
ii. Data Analytics and Predictive Policing: The integration of data
analytics into record-keeping systems allows police departments to
analyze crime patterns, identify trends, and predict potential
criminal activities. Predictive policing, driven by machine learning
algorithms and statistical models, has been shown to enhance
resource allocation and crime prevention strategies (Perry et al.,
2013). For instance, a study by Shapiro and Summers (2018)
demonstrated how predictive analytics helped a police department in
Los Angeles reduce crime rates by 20%.
iii. Block chain Technology for Data Integrity: Block chain
technology offers a secure and tamper-proof way to manage police
records, ensuring data integrity and transparency. Yaga et al. (2018)
highlighted block chain’s potential in law enforcement, noting its
ability to create immutable audit trails for sensitive records,
reducing the risk of data manipulation.
iv. Biometric Authentication and Role-Based Access Control
(RBAC): Implementing biometric authentication and RBAC
mechanisms enhances the security of automated record-keeping

9
 systems by ensuring that only authorized personnel can access or
modify sensitive records. According to García-Ballesteros et al.
(2020), biometric solutions such as fingerprint and facial recognition
provide a higher level of security compared to traditional password-
based systems.
v. Artificial Intelligence (AI) and Natural Language Processing
(NLP):
AI and NLP technologies enable automated data entry,
classification, and retrieval, significantly reducing manual labor and
errors. These technologies can analyze large volumes of
unstructured data, such as incident reports and witness statements, to
extract actionable insights (Dodge, 2021).

2.2 FEASIBILITY STUDY

A feasibility study assesses whether the Automated Record-Keeping

System is viable within existing technological, operational, and financial
constraints. This section provides an analysis of these factors to ensure the
system’s success in a police force setting.

2.2.1 TECHNICAL FEASIBILITY

The technical feasibility focuses on whether the necessary technology,

infrastructure, and resources are available to implement the automated
record-keeping system effectively.

i. Current Infrastructure: A strong IT infrastructure, comprising

workstations, servers, and network equipment (firewalls, switches,
and routers), is necessary for the project. Some of these systems are
already in existence in many police agencies and can be used and
improved as necessary.

10
 ii. Software and Tools: The system makes use of contemporary
technology stacks, including PostgreSQL or MySQL for database
administration, Django or Java Spring for the backend, and React or
Angular for the frontend. Because of their widespread use, stability,
and comprehensive documentation, these tools make it possible to
integrate the system with current technologies.
iii. Data management: For police records, effective data retrieval and
storage are crucial. Because relational databases like PostgreSQL
and MySQL can manage massive amounts of structured data and
guarantee seamless access and query execution, they are technically
viable for this task.
iv. Technical Skills: Professionals with expertise in database
administration, cyber security, and software development are needed
for the system's development and implementation. The police IT
department can meet these skill needs with the right hiring and
training, or it can be outsourced if needed.

2.2.2 OPERATIONAL FEASIBILITY

Operational feasibility examines how well the system aligns with the
organization’s needs and how easily it can be integrated into daily
operations.
i. User Adoption: Police officers, clerks, and administrators with
different degrees of technological expertise may all use the system's
intuitive interface. Dashboards, simple forms, and easy-to-use
navigation guarantee that staff members can immediately adjust
with no training.
ii. Training Requirements: Initial training on the new system's
functionality, particularly with regard to modules like Case
Management, Complaint Handling, and Arrest Logging, will be

11
 necessary for officers and administrators. To guarantee operational
readiness, training sessions, user guides, and continuing assistance
will be crucial.
iii. Workflow Integration: The technology streamlines and automates
previously manual operations by aligning with police workflows for
handling cases, arrests, complaints, and reports. The solution
enhances data access and accuracy by combining these activities,
which benefits daily operations.
iv. Maintenance and Support: To manage updates, debug problems,
and offer user help, ongoing technical support will be required. If
properly trained, the police IT department can handle this, or it can
be outsourced to a reputable IT service provider.

2.2.3 FINANCIAL FEASIBILITY

Financial feasibility assesses the costs associated with implementing the

system and determines whether the investment is justifiable.

i. Initial Development Costs: This includes the cost of software

development, system integration, and initial hardware upgrades if
required. Using open-source tools like Django and PostgreSQL can
significantly reduce software licensing costs.
ii. Hardware and Infrastructure Costs: Upgrades may be necessary
to support the new system, including server setup, network
enhancement, and secure storage. These initial investments can be
scaled based on the size and resources of the police department.
iii. Training Costs: There will be costs associated with training
sessions, workshops, and materials. This is a short-term expense but
essential for long-term system success and efficiency.

12
iv. Maintenance Costs: Long-term costs include system maintenance,
data backup, and security updates. These are ongoing but manageable
expenses that ensure system reliability and data integrity.
v. Cost-Benefit Analysis: While there is a substantial initial
investment, the benefits—such as faster record retrieval, reduced
paper-based storage, enhanced data security, and improved efficiency
—are significant. Over time, the system is expected to reduce
operational costs by automating tasks and reducing paper use.

13
 CHAPTER THREE:

SYSTEM ANALYSIS

3.0 OVERVIEW

This chapter offers a thorough examination of the record-keeping

procedures currently used by police departments, points out the flaws in
the systems currently in place, and emphasizes the features of the systems.
The necessity of a new automated record-keeping system can be
persuasively argued by recognizing the shortcomings and operational
bottlenecks of the current system.

3.1 ANALYSIS OF THE CURRENT SYSTEM

The current record-keeping system in most police departments

predominantly relies on a combination of paper-based records and
outdated digital systems. The analysis reveals several challenges
associated with these methods:

i. Paper-Based System:
 Manual Data Entry: Officers spend significant time recording
data manually, which increases the likelihood of errors.
 Storage Issues: Storing physical records demands substantial
space, and retrieval is often time-consuming.
 Data Loss: Paper records are prone to damage or loss due to
fire, flooding, or mishandling.
ii. Semi-Digital Systems:
 Fragmentation: Many departments use stand-alone software
that lacks integration with other systems, leading to data silos.
 Limited Accessibility: Accessing records requires physical
presence at a workstation, restricting efficiency.
14
  Outdated Technologies: Legacy systems lack the functionality
required for modern policing, such as data analytics and mobile
access.

3.1.2 EXISTING SYSTEM CHARACTERIZATION

The characteristics of the current systems used in police record

management can be categorized as follows:

i. Data Handling:
 Centralized Paper Archives: Data is often stored in large filing
cabinets, which are difficult to organize and retrieve efficiently.
 Digital Databases with Limited Functionality: Older RMS
platforms offer basic search and retrieval features but fail to
support advanced analytics or real-time access.
ii. Integration Capabilities:
 Limited or no integration with other departments or external
systems such as judicial platforms, which hampers collaborative
efforts in case management.
iii. Security Measures:
 Minimal Cyber security Features: Many digital systems lack
modern encryption protocols or multi-factor authentication,
exposing sensitive data to potential breaches.
 Physical Record Security: Paper records are stored in locked
cabinets, but this approach is insufficient against disasters or
unauthorized access.
iv. Accessibility and Usability:
 Paper systems and outdated software are neither user-friendly
nor accessible remotely, limiting officers' ability to work
efficiently in the field.

15
 3.1.3 IDENTIFIED LIMITATIONS OF THE CURRENT SYSTEM

i. Inefficiency: Data entry, storage, and retrieval are time-consuming.

ii. Error-Prone: Manual processes lead to inaccuracies and
inconsistencies.
iii. High Operational Costs: Maintaining paper records or outdated
systems incurs high costs over time.
iv. Security Risks: Paper records are vulnerable to damage, and older
digital systems lack robust security measures.
v. Limited Scalability: Existing systems cannot handle the increasing
volume of police records effectively.

3.1.4 EXISTING SYSTEM FLOW CHART

Key Components:

i. Actors:
 Reporter: Individual reporting the incident.
 Police Officer: Person collecting and entering data.
 Admin: Person retrieving data and generating reports.
ii. Processes:
 Manual Data Collection: Incident details collected manually.
 Data Entry: Information entered into a legacy database.
 Storage System: Legacy database storing police records.
 Report Generation: Data retrieved and compiled into reports
manually.
iii. Data Flow:
 Data flows from the reporter to the officer, then into the
database, and is later retrieved for administrative purposes.

16
 Start

Incident reported

Manual data collection

Initial validation

Data valid?
Yes No
Data entry into legacy system Request additional information

Data stored in physical/digital files Revalidate data

Data retrieval request

Yes Data found No

Retrieve data request Data search error

Manual report compilation

stop
Retrieve data request

Share data with stake holders

Fig. 3.1 existing system flow chart

3.1.5 EXISTING SYSTEM DATA FLOW DIAGRAM

Key components:

i. Actors:
 Reporter: Submits incident details.
17
  Officer: Collects data manually and submits it for entry.
 Admin: Retrieves stored data and compiles reports.
ii. Processes:
 Manual Data Collection: Incident details are collected in
physical forms or notes.
 Data Entry: Notes are converted into digital entries in a legacy
database.
 Storage: Legacy database stores records for future retrieval.
 Data Retrieval: Admin requests and retrieves stored records.
 Report Compilation: Retrieved data is manually processed
into reports.
iii. Data Flow:
 Data moves from the reporter to storage and back to the admin
through retrieval and report generation.

18
 Police REPORTER
ADMIN
Officer

collects data submit

retrieve
manually incident
data
details

Stores data Generate

Report to
in a legacy report
admin
db
Fig 3.2 existing system data flow diagram

3.2 ANALYSIS OF THE NEW SYSTEM

The new system for automated police record-keeping introduces a

centralized, digital platform designed to improve efficiency, accuracy, and
data security. Leveraging technologies such as cloud computing, artificial
intelligence, and machine learning, the system automates manual
processes, such as data entry, report generation, and retrieval, significantly
reducing human errors and administrative delays. Features like real-time
data sharing, compliance with legal reporting standards, and integration
with existing tools, such as body-worn cameras and computer-aided
dispatch systems, enhance operational workflows. This approach not only
simplifies record management but also supports data-driven decision-
making, enabling law enforcement agencies to respond effectively to
incidents and improve public safety outcomes.

3.3 FEASIBILITY STUDY

19
The feasibility study for the new automated police record-keeping system
confirms its technical, operational, and financial viability. Technically, the
system leverages existing infrastructures like cloud platforms, AI, and
modern databases to ensure scalability and efficiency. Operationally, its
user-friendly interface, real-time data sharing, and seamless integration
with police workflows support adoption and effectiveness. Financially, the
initial investment in hardware and software is justified by long-term cost
savings through reduced administrative work, minimized errors, and
enhanced productivity. Overall, the system's alignment with current
policing needs and its compliance with data protection laws make it a
feasible and sustainable solution for modernizing police record
management.

3.3.1 NEW SYSTEM FLOW CHART

Key components:

i. Actors:
 Reporter: Submits incident reports.
 Officer: Completes data entry digitally after validation.
 Admin: Requests and generates reports.
 System: Automates processes and integrates data from external
systems (CAD, cameras).
ii. Processes:
 Data Collection: The reporter submits an incident report,
which is converted into a digital form.
 Data Validation & Entry: The officer validates and enters
data into the system.
 Data Storage: The validated data is stored in a centralized,
secure database.
 Data Retrieval: Admin requests data from the database.
20
 Report Generation: Automated reports are generated based on
retrieved data.
 System Integration: The system integrates data from external
sources, like CAD and cameras, to provide a unified view for
officers.

start

end
21
Fig. 3.3 new system flow chart

22
3.3.2 NEW SYSTEM DATA FLOW DIAGRAM

Key Components:

i. Actors:
 Admin: add staff, view case, assign staff
 CID: view case, report to the admin.
 NCO: add case, report to admin.
ii. Processes:
 Add staff Module: add new staff or existing staff
 View case module: view case type and report to admin.
 Add case module: add case either fraud, murder or theft.
 Assign staff: Assign staff to handle case either CID or FIR.
 Report generation module: generates report after viewing
cases.
iii. Data Flow:
 Data flows from reporters through various modules for
validation, processing, and storage, with final outputs
accessible to administrators or FIR.

23
 Log in

Admin CID NCO

Add staff View case Add Case

Report to
View case investigate
admin

Assign Give feed Generate

staffs Back To report
admin

Fig3.4 new system data flow diagram

3.4 NEW SYSTEM REQUIREMENT

The new system requirements for the automated police record-keeping

platform emphasize scalability, security, and integration. Key hardware
requirements include cloud servers for centralized storage, secure
workstations, and network devices to ensure smooth operations. On the
software side, the system must support multi-platform accessibility,
advanced databases for large-scale storage, and AI-driven tools for data
analysis and reporting. Essential functionalities include user
authentication, role-based access, real-time data synchronization, and
seamless integration with external systems like computer-aided dispatch
(CAD) and body-worn cameras. Additionally, compliance with data
protection laws such as GDPR or CJIS (depending on the region) is
mandatory to safeguard sensitive information and ensure legal adherence.

24
These requirements collectively aim to enhance operational efficiency and
data reliability while reducing manual workload.

3.4.1 HARD WARE REQUIREMENTS

i. Servers: Cloud-based or on-premises servers with high storage

capacity and processing power for managing large datasets.
ii. Workstations: High-performance computers for police staff to
access and manage the system, with modern processors and
adequate RAM (16 GB or more recommended).
iii. Networking Equipment: Routers, switches, and secure network
infrastructure to support real-time data sharing and remote access.
iv. Mobile Devices: Smartphones or tablets for officers to access the
system in the field, equipped with secure apps.
v. Cameras: Body-worn cameras and fixed surveillance devices
integrated with the system for video data management.
vi. Backup Systems: External hard drives or secondary servers for data
redundancy and disaster recovery.

3.4.2 SOFTWARE REQUIREMENTS

i. Operating Systems: Windows, Linux, or macOS, depending on the

deployment and user needs.
ii. Database Management Systems: Modern databases like
PostgreSQL, MySQL, or XAMPP for scalable and secure data
handling.
iii. AI Tools: Machine learning frameworks such as TensorFlow or
PyTorch for predictive analytics and automation.
iv. Application Software: Web-based or mobile applications with a
responsive user interface for easy access by officers and
administrators.
25
 v. Integration APIs: APIs to connect with external systems like CAD,
body-worn cameras, and prosecutor databases.
vi. Cybersecurity Software: Tools for encryption, intrusion detection,
and secure user authentication to comply with CJIS or similar
standards.
vii. Reporting Tools: Software for generating detailed, customizable
reports, such as Power BI or Tableau.

26
 CHAPTER FOUR:

SYSTEM DESIGN

4.0 OVERVIEW

The system design of the automated police record-keeping system

emphasizes a modular and scalable architecture to enhance efficiency and
data reliability. It integrates a user-friendly interface for officers,
administrators, and external agencies, backed by a robust application layer
featuring modules for real-time data validation, analytics, and reporting.
Data is managed in a centralized, secure database with encryption and role-
based access, ensuring compliance with legal standards such as GDPR or
CJIS. The design supports seamless integration with external systems, such
as CAD and judicial databases, through APIs, enabling efficient data
sharing and inter-agency coordination. This architecture ensures
adaptability, security, and operational effectiveness for modern policing
needs.

4.1 SOFTWARE DESIGN

The software design of the automated police record-keeping system

employs a modular, multi-layered approach to ensure efficiency,
scalability, and ease of maintenance. It includes a user interface layer
offering web and mobile accessibility, ensuring a seamless experience for
officers, administrators, and external users. The application layer
encompasses functionalities such as data validation, case management, and
report automation, leveraging AI and machine learning for analytics and
trend identification. A centralized database layer stores records securely,
using encryption and backup mechanisms for data integrity. The system
integrates APIs for interoperability with external systems like Computer-
27
Aided Dispatch (CAD) and judicial platforms, supporting inter-agency
collaboration. Security is prioritized through role-based access control,
multi-factor authentication, and compliance with legal frameworks like
GDPR or CJIS, ensuring a robust and future-ready software solution.

4.1.1 CLASS DIAGRAM

Key components:

i. Classes:
 User: Base class representing system users (reporters,
officers, administrators).
 Incident: Represents incident reports with attributes like
description and location.
 Database: Handles CRUD (Create, Read, Update, Delete)
operations for data storage.
 Report: Manages report generation and sharing
functionalities.
 IntegrationAPI: Facilitates interaction with external systems.
ii. Relationships:
 Inheritance: Reporter, Officer, and Administrator inherit
from the User class.
 Associations:
 Incident is linked to User for creation and updates.
 Incident is stored in the Database.
 Administrator generates Report using Database records.
iii. Functions:
 Each class has methods for its respective functionalities, such
as submitIncident(), storeRecord(), or generateReport().

28
 Incident

 Incident id: string Integration Api

 Description : string
 Send data(): Boolean
 Location: string
 Receive data(): Boolean
 Status : string
 Log request(): Boolean
 Timestamp: date
 Validation ():
Boolean

User
Database
 User id: string
 Name: string  Store record(): Boolean
 Email: string  Retrieve record(): list
 Role: string  Update record(): Boolean
 Delete record(): Boolean
Login(): Boolean

CID
FIR Administrator
CID id: string
 FIR ID: string  Generate report():
Submitted case():  Update Boolean
Manage staffs(): Boolean
Boolean case():
 View cases()
boolean

Report

 Report id: string

 Type: string
 Data string

 Generate(): string
 Share(): Boolean

Fig. 4.1 class diagram

4.1.2 SEQUENCE DIAGRAM

29
Key components:

i. Actors:

 Reporter: Citizen submitting the incident details.

 Officer: Officer verifying incident information.

 Administrator: Admin requesting the generation of reports.

 External Agency: External system receiving data.

ii. Interactions:

 Reporter submits incident details: The Reporter submits an

incident report via the Incident Reporting Module (IRM).

 Data validation and processing: The IRM sends the data to

the Data Processing Module (DPM), where it is validated and
processed.

 Data storage: The processed data is stored in the Central

Database (DB).

 Officer verifies and updates data: The Officer verifies the

incident details in the IRM, which updates the database.

 Report generation: The Administrator requests a report, and

the Report Generation Module (RGM) retrieves data from the
database and generates the report.

 External system integration: The RGM syncs data with

external systems through the Integration API (API),
transmitting relevant data to external agencies like courts or
prosecution.

iii. Flow of Events:

30
  The diagram follows a typical sequence of actions, starting
from the Reporter submitting incident details and ending with
the Administrator generating the report and syncing data with
external systems.

Fig. 4.2 sequence diagram

4.1.3 ACTIVITY DIAGRAM

Key components:

1. Start:

 The process begins with the submission of incident details by

a reporter.

2. Incident Validation:

 The system checks if the incident details are valid. If invalid,

the reporter is notified, and the process ends.

31
3. Data Processing:

 If valid, the system processes the data and stores it in the

centralized database.

4. Verification:

 An officer verifies the incident data. If verification is

successful, the database is updated; otherwise, additional
information is requested, and the process halts.

5. Report Generation:

 The administrator generates a report by retrieving data from

the database.

6. External Integration:

 If the report needs to be shared with an external agency, data

is synced via an API and transmitted. Otherwise, it is stored
locally within the system.

7. End:

 The process concludes after the report is completed.

32
Fig. 3.4 activity diagram

33
 4.1.4 USE CASE DIAGRAM

Actors and description

i. Actors:

 Admin: add staffs, view cases and assign staffs

 CID: Manages cases, view case give feedback to admin, and

generates reports.

 NCO: Add cases, report to admin

ii. Description:

 Add staffs: Allows admin to add new

 View cases: Enables admin and staffs to view case type.

 Assign Case: Admins assigns case to either CID or FIR

 investigation: allows FIR to make findings of a particular crime

 Add Case: Investigators attach findings to cases.

 Generate Crime Reports: admins and staffs generate reports for

analysis or sharing.

 Give feedback: the fir gives feedback to the admin

 View staff: helps the admin view staffs.

34
 investigate

View case

Assign staff

NCO
ADMIN
View staff

Give feedback

Add case

CID
Generate report

Fig. 4.4 use case diagram

4.2 DATABASE DESIGN

Database design is a critical process in developing robust systems like the

Automated Police Record-Keeping System, ensuring that data is stored
efficiently, securely, and in a way that supports all intended operations.
This involves defining tables, attributes, and relationships that represent
entities such as users, incidents, and reports while adhering to
normalization principles to minimize redundancy and ensure data integrity.
Key design considerations include scalability, data security, and ensuring
appropriate access controls so that roles like reporters, officers, and
administrators can interact with the system in a secure and role-appropriate
manner. A well-designed database also supports seamless integration with
35
 external agencies, enables quick data retrieval, and simplifies report
generation, contributing to the system’s overall efficiency.

4.2.1 ER DIAGRAM

An entity relationship diagram model describes the structure of database.

In this automated record keeping system admin will be able to login and be
able to add staff, view staff and also view cases, and be able to logout of
the website. FIR will be able to add new cases and also view the cases and
be able to logout of the website and assign the case to the specific CID,
while the CID will be able to manage the investigation details of the case
of the cases assigned to them and able to log out.

New cases View cases

login View cases

Add staffs

NCO
ADMIN

LOG OUT CID

EXIT THE PAGE CHECK VIEW

CASES ASSIGNED
CASES

Fig. 4.3 Entity relationship diagram

36
4.2.2 DATA BASE TABLES

Table 4.1: admin table

Name DATA TYPE DESCRIPTION

Admin id Int (primary key) Unique identifier for the

admin
username Varchar (30) Login user for the
admin
password Varchar (255) Encrypted password for
authentication
email Varchar (100) Contact email of the
admin
role Varchar (50) Role type (e.g. Super
admin, sub admin)
Last-login DATETIME Timestamp of the
admin’s last login
This table is used to store admin information when then log into the
system, and it also stores viewed cases and added staff

Table 4.2: CID table

NAME DATA TYPE DESCRIPTION

CID_ID INT (primary key) Unique identifier for
CID officer
Name Varchar (50) Name of the officer
Rank Varchar (100) Rank or designation of
the officer
Contact no Varchar (15) Contact details
Specialization Varchar (100) Area of expertise
Assigned cases INT Number of cases

37
 currently assigned

This table is used to store CID information when then log into the system,
and it also stores assigned cases and assigned officer for those cases.

Table 4.3: NCO table

NAME DATA TYPE DESCRIPTION

Fir-id INT (primary) Unique identifier for fir

Report date DATE Date of fir filling
Crime type Varchar (100) Type of crime reported
location Varchar (255) Location where the
crime occurred
description TEXT Detailed description of
the crime
status Varchar (50) Current status(e.g., open
resolved)
Field-by INT (foreign key) Citizen id who filled the
fir
Assigned-to INT (foreign key) Officer id assigned to
the case
Investigator-id INT (foreign key) Investigator if managing
the case
This table is used to store Fir information when logged in, and also store
added cases and report generated.

4.2.3 SQL STATEMENT

38
-- User Table

CREATE TABLE User (

userID VARCHAR(10) PRIMARY KEY,

name VARCHAR(100) NOT NULL,

email VARCHAR(100) UNIQUE NOT NULL,

password VARCHAR(255) NOT NULL,

role VARCHAR(20) CHECK (role IN ('Reporter', 'Officer',

'Administrator')) NOT NULL

);

-- Incident Table

CREATE TABLE Incident (

incidentID VARCHAR(10) PRIMARY KEY,

reporterID VARCHAR(10) NOT NULL,

description TEXT NOT NULL,

location VARCHAR(255) NOT NULL,

status VARCHAR(20) CHECK (status IN ('Pending', 'Verified',

'Closed')) NOT NULL,

timthe estamp DATETIME DEFAULT CURRENT_TIMESTAMP,

FOREIGN KEY (reporterID) REFERENCES User(userID) ON

DELETE CASCADE

39
This statement above represents the SQL statement used in the admin login
page

The “ CREATE TABLE” statement will create the admin table in the
database.

4.3 USER INTERFACE SPECIFICATION

The user interface (UI) for the Automated Police Record-Keeping System
is designed to be intuitive and role-specific, ensuring streamlined
interactions for reporters, officers, administrators, and external agencies. It
features a responsive dashboard tailored to each user role, allowing
reporters to submit incidents easily, officers to review and update cases,
and administrators to generate reports and monitor system activities. Key
UI elements include user-friendly forms for incident reporting, detailed
case management views for officers, and advanced data visualization tools
for administrators to analyze trends. Secure login pages, role-based access
controls, and integration points for external agency collaboration ensure a
seamless, efficient, and secure user experience.

4.3.1 HOME PAGE

Fig. 4.3 home page

40
Fig. 4.4 home page (add staff)

Fig 4.5 home page (view staff)

41
Fig. 4.6 home page (view cases)

Fig.4.7 admin login

42
4.4 SYSTEM PACKAGING AND DEPLOYMENT

System packaging and deployment for the Automated Police Record-

Keeping System involves preparing the system for delivery and
operational use in the intended environment. The system is packaged as a
modular application to simplify deployment and maintenance, with
separate modules for user management, incident reporting, report
generation, and external system integration. Packaging includes bundling
the front-end (e.g., HTML, CSS, JavaScript) and back-end (e.g., APIs,
databases) components, along with required configuration files and
documentation. Deployment is managed using containerization tools like
Docker to ensure consistency across environments, with automated
pipelines for continuous integration and deployment (CI/CD). Installation
scripts are provided to set up the database schema, configure server
settings, and initialize user roles, post-deployment testing ensures all
functionalities work seamlessly in the live environment, followed by staff
training and support to facilitate system adoption.

43
 CHAPTER FIVE:

TESTING AND IMPLEMENTATION

5.0 OVERVIEW

The automated police record-keeping system streamlines the management

of crime data, enhancing accuracy, efficiency, and security in law
enforcement operations. Its testing involves unit, integration, system,
performance, security, and user acceptance testing to ensure the system
functions seamlessly and securely. Implementation follows a phased or
parallel deployment approach, incorporating data migration, user training,
and live environment testing to ensure a smooth transition. Post-
implementation, the system undergoes continuous monitoring, feedback-
driven updates, and regular maintenance to ensure scalability, compliance,
and long-term reliability, ultimately empowering law enforcement with
efficient and secure record management.

5.1 System Testing

System testing is a critical phase in software development, ensuring that an

application meets its specifications and functions as intended in its
entirety. It integrates various components and validates their interactions
under realistic conditions. Modern approaches emphasize automation, such
as test-driven development (TDD) and the use of artificial intelligence for
generating and prioritizing test cases. These methods improve test
coverage, efficiency, and reliability while reducing costs and manual
efforts. By leveraging tools and techniques like AI, software engineers
enhance quality assurance significantly.

44
5.1.1 BLACKBOX TESTING

Blackbox Testing is a software testing technique where the internal

workings of the application are not known to the tester. Testers focus on
the system's input and output without considering the implementation
details. Below is an outline of how Blackbox testing can be applied to a
crime record-keeping system.

i. Objectives

 Verify the system's functionality based on requirements.

 Ensure all features work as expected under various scenarios.

 Validate outputs against a range of inputs without knowing the

internal code.

ii. Key Areas to Test

 FIR Submission:

 Input: Crime details (type, location, description, etc.).

 Expected Output: Successful creation of a new FIR with a

unique identifier and appropriate status.

 User Authentication:

 Input: Valid/invalid username and password combinations.

 Expected Output:

 Valid credentials → User successfully logs in.

 Invalid credentials → Appropriate error message

displayed.

45
 Case Assignment:

 Input: Assigning an investigator to a case.

 Expected Output:

 Case successfully linked to an investigator in the

database.

 Error messages for invalid case IDs or investigator IDs.

 Status Updates:

 Input: Changing case status (e.g., Open → Under

Investigation → Closed).

 Expected Output:

 Status updated in the system and reflected in all

relevant views.

 Error message for invalid transitions or unauthorized

updates.

 Search and Filter:

 Input: Search queries based on crime type, date, location, or

investigator name.

 Expected Output: Relevant and accurate records displayed

matching the search criteria.

 Crime Reports Generation:

 Input: Request for a report based on a specific date range or

crime type.

46
  Expected Output: A report (e.g., PDF, Excel) is generated
with accurate data.

 Access Control:

 Input: Attempts to access restricted areas or perform

unauthorized actions.

 Expected Output:

 Authorized users can access relevant functionalities.

 Unauthorized users are denied access with appropriate

messages.

iii. Sample Test Scenarios table

Test
Case ID Scenario Input Expected Output

FIR created
Valid details for a new successfully with
TC001 FIR Submission FIR unique ID and status.

FIR Submission Error message: "Crime

TC002 with missing fields Missing "Crime Type" Type is required."

Login with valid Valid User logged in

TC003 credentials username/password successfully.

Login with invalid Invalid Error message:

TC004 credentials username/password "Invalid credentials."

Case assignment to Valid Case ID and Case assigned

TC005 investigator Investigator ID successfully.

TC006 Unauthorized case Invalid user role Error message:

47
 Test
Case ID Scenario Input Expected Output

assignment attempt "Access denied."

Status update to Valid case ID and status Status updated

TC007 "Resolved" input successfully.

List of cases from

Search for cases by "Downtown"
TC008 location Location = "Downtown" displayed.

Generate crime Date range: 2023-01-01 Report generated

TC009 report by date range to 2023-12-31 successfully.

Error message:
Access restricted Unauthorized user "Insufficient
TC010 functionality attempting action privileges."

Table 5.1 test sample table

iv. Tools for Blackbox Testing

 Manual Testing:

 SFocus on end-to-end workflows like FIR filing and status

updates.

 Automation Tools (Optional for repetitive tasks):

 Selenium: For web-based system testing.

v. Advantages of Blackbox Testing for Crime Record System

 Ensures the system works as expected without requiring knowledge

of the code.
48
  Focuses on user requirements, ensuring all scenarios are tested from
the end-user perspective.

 Helps identify missing or incorrect functionalities.

5.2 CHANGE OVER PLAN

The changeover plan ensures a smooth transition from the existing system
to the new Automated Police Record-Keeping System. It involves four
phases:

i. Preparation: Conduct staff training, verify system readiness, and back

up existing data.
ii. Parallel Running: Operate both systems simultaneously to validate the
new system’s accuracy without disrupting ongoing operations.
iii. Cutover: Fully switch to the new system once all tests confirm its
reliability, retiring the old system.
iv. Monitoring and Support: Provide on-site support and monitor
performance to address any issues during the initial phase.

CHAPTER SIX:

SUMMARY, RECOMMENDATION AND CONCLUSION

6.0 SUMMARY

49
The automated police record-keeping system is designed to streamline and
enhance the management of crime-related data, ensuring efficiency,
accuracy, and security in law enforcement operations. The system provides
key functionalities such as FIR filing, case assignment, status tracking, and
report generation, allowing for centralized storage and easy access to
records. It supports multiple user roles, including police officers,
investigators, and administrators, with role-based access control to ensure
data security and confidentiality. The system eliminates the inefficiencies
of manual processes, reduces errors, and enables faster decision-making
through advanced search, filtering, and reporting capabilities. It also
integrates data validation, workflow automation, and secure authentication
mechanisms to safeguard sensitive information. By leveraging modern
technology, this system empowers law enforcement agencies to improve
operational effectiveness, manage caseloads efficiently, and deliver better
services to the public.

6.1 RECOMMENDATION

It is recommended that law enforcement agencies adopt the automated

police record-keeping system to improve operational efficiency, data
accuracy, and security. The system should be implemented using a phased
or pilot approach to minimize risks and ensure user adoption.
Comprehensive training for officers, investigators, and administrators is
essential to maximize the system's potential and ease the transition from
manual processes. Regular maintenance, updates, and user feedback
mechanisms should be established to address evolving requirements and
ensure long-term sustainability. By leveraging this system, agencies can
enhance case management, streamline workflows, and strengthen public
trust through improved service delivery.

6.1.1 PERFORMANCE
50
The performance of the automated police record-keeping system is a
critical factor in ensuring its reliability, scalability, and usability in a real-
world law enforcement environment. Below is an outline of key
performance considerations:

6.1.2 Response Time

 The system should respond quickly to user inputs, such as FIR

searches, report generation, or case status updates.
 Recommended response time for critical operations: <3
seconds under normal load conditions.

6.1.3 Scalability

 The system must handle a growing volume of records, users, and

concurrent operations as crime data increases and more officers
adopt the system.
 Horizontal and vertical scaling of infrastructure should support
future needs.

6.1.4 Data Processing

 Efficient data storage and retrieval mechanisms should ensure fast

queries, even with large datasets.
 Indexed database tables and optimized queries can reduce latency.

6.2 CONCLUSION

The automated police record-keeping system is a transformative

solution that modernizes the management of crime-related data,
addressing the inefficiencies of traditional manual processes. By
centralizing information, streamlining workflows, and enhancing
data security, the system empowers law enforcement agencies to
51
 operate more efficiently and deliver timely services to the public.
Thorough testing, strategic implementation, and ongoing
maintenance are essential to its success, ensuring reliability,
scalability, and user satisfaction. With its ability to improve case
management, data accuracy, and operational transparency, this
system represents a significant step forward in leveraging
technology for effective policing and better community outcomes.

REFERENCES:

Ainin, S., & Mohezar, J. N. (2008). Online record keeping system for
police department. Kuala Lumur: Kamal-Raj.

52
Asad, A., & N.K, A. M. (2012). Design and Developing record keeping for
Iraqi police department . International Jornal of Scientific
Knowledge, 50-62.

Athukorale, & Dissanayake. (2008). Automated police record keeping

system Moratuwa: Univercity of science and technology Russia
Moratawa.

Athukorale, A., & Dissanayake, C. (2008). Automated police record

keeping system Moratuwa: Univercity of Moratawa.

Farah, N. (2008, April 24). Dspace. Retrieved September 4, 2015, from

unimap:http://dspace.unimap.edu.my:80/xmlui/handle/123456789
/3112

Joshua, A. (2000). Advanced record keeping system for Nigeria police

force. Nigeria. Ibadan: Feature press.

kumar, N., & A.Gopikrishna. (2015). A Robust and Secure Online record
keeping system International journal of computer science, 159.

Melisa, K. (2007). Online recor keeping system.. Kuala Lumpur:

University of Malay. O‟Brien, J. a. (2001). Management
information system .

Payton, P. (2004). Oxford Dictionary of National Biography. Oxford:

Oxford press.

Rochester, J. B. (1996). "Tools for Knowledge Workers"Using Computers

in Information. Indianapolis.

Ryan, S. (2010). The Impact of online automated record keeping system.

Houston: University of Houston.
53
Wardell, D. J. (1991). Prison management system. Researcher Paper.

Wells, M. (2002). “Introductory Microsoft Access .

Winston, C. (1995). The Evolution of the police station sector. Recording

Institution , 61-62.
Wikipedia. (2012). Retrieved October 6, 2015, from
http://en.wikipedia.org/wiki/Computer_police record keeping
_system

APPENDIX

APPENDIX A: SOURCE CODE

<!DOCTYPE html>
<?php
include 'constants.php';
54
?>
<head>
<meta charset="utf-8">
<meta name="viewport" content="width=devidev-
width, initial-scale=1.0, maximum-scale=1.0, user-
scalable=no">
<meta http-equiv="X-UA-Compatible"
content="IE=edge">
<title><?php echo @$title; ?></title>
<nav class=" nim-menu navbar navbar-default
navbar-fixed-top">

<div class="container">

<!-- Brand and toggle get grouped

for better mobile display -->

<div class="navbar-header">

<button type="button"
class="navbar-toggle collapsed" data-
toggle="collapse"
data-target="#bs-example-
navbar-collapse-1">

<span class="sr-
only">Toggle navigation</span>

<span
class="icon-bar"></span>

<span
class="icon-bar"></span>

<span
class="icon-bar"></span>

</button>

<a class="navbar-brand"
href="index.php"><?php echo $title[0]; ?><span
class="themecolor">

55
 <?php echo
$title[1]; ?></span><?php for ($i = 2; $i <
strlen($title); $i++) echo $title[$i]; ?></a>

</div>

<!-- Collect the nav links, forms,

and other content for toggling -->

<div class="collapse navbar-

collapse" id="bs-example-navbar-collapse-1">

<ul class="nav navbar-nav

navbar-right">

<li><a href="#home"
class="page-scroll">
<h3>Home</h3>
</a></li>

<li><a href="#two"
class="page-scroll">
<h3>About</h3>
</a></li>

<li><a
href="library/sample.pdf" class="page-scroll">
<h3><Map
class="com"></Map></h3>
</a></li>

<li><a
href="pro/signin.php" class="page-scroll">
<h3>Passenger
Portal</h3>
</a></li>

<li><a
href="pro/adminsignin.php" class="page-scroll">
<h3>Admin</h3>
</a></li>
</ul>

</div>
56
 <!-- /.navbar-collapse -->

</div><!-- /.container-fluid -->

</nav>

57
 APPENDIX B

SNAPSHOTS

Fig. 6.1 CID (view assigned cases) page

Fig.6.2 NCO (add new case)

58
Fig. 6.3 NCO home page

Fig. 6.4 CID homepage

59