cats case administration tracking system

8/8/2019 Cats Case Administration Tracking System

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Suffolk Constabulary Policies & Procedures

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Not Protectively Marked



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Title: CATS - CASE ADMINISTRATION TRACKINGSYSTEM

Index: WHAT IS CATS?ROLES AND RESPONSIBILITIESLIST OF USER GROUPS ON CATSUSER INPUT PROCEDURE AND GUIDE

WHAT IS CATS?

The CATS child abuse IT database is a Case Administration and Tracking System. Itallows for the effective supervision and management of all police child abuseinvestigations and referrals including data checks, strategy meeting records, medicalexaminations, DVD interviews, police protection issues, joint investigation details,supervisor reviews, initial case conferences and review conferences. The CATSdatabase remains the only child abuse database recommended by ACPO. Thesystem was created following recommendation 104 of the Victoria Climbie Inquiry.

The CATS database allows for the effective supervision and tracking of all referralsfrom initial receipt to disposal and records the details of all persons connected withthose investigations.

Each of the Child Abuse Investigation Units (CAIUs) based at Ipswich, Bury StEdmunds and Lowestoft are equipped with a purpose built scanner, which allows theUser to scan various documents directly onto CATS, including the investigation filepapers, referrals, conference notes, correspondence, photographs and all associateddocuments from partner agencies. The Constabularys aspiration is to establish apaperless system with all information relating to child abuse investigations beingstored on the CATS system.

Note - only non-sensitive images will be stored on the CATS.

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ROLES AND RESPONSIBILITIES

The system owner is Detective Chief Inspector, Public Protection, PHQ. The deputysystem owner is Detective Inspector, Rowan House Bury St Edmunds, Victim CareCentre.

The CATs database Super User is the Detective Sergeant, Child AbuseInvestigation, Rowan House Bury St Edmunds VCC. The Super User has day to dayresponsibility for the CATS database in Suffolk and is responsible for all training,non-technical issues, password reset, user set up and general working practiceissues. The Super User is also our National CATS User Group representative.


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The Detective Sergeant, Child Abuse Investigation, Conifer House is the deputySuper User in the absence of the DS CAIU Rowan House.

The CATS computer system is currently being utilised in the three Child AbuseInvestigation Units, the Force Operations Room, Disclosure Unit and by the I.N.I.SPOCS. The system is also accessible by the Area Crime Managers, CMD SIOsand at other nominated locations within the organisation.

Every CATS User utilising the system will belong to a Specific User Group, withrelevant privileges being authorised to each group depending on their requirements.

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LIST OF USER GROUPS ON CATS

The following is a list of user groups within the CATS system.

Area staff (JIT trained)DisclosuresManagersSuper UsersSupervisorsVCC staff

CAIU staffCAIU adminPHQ Control RoomSPOC StaffArea Crime Managers

The CAIU and Area based JIT trained staff are the only Users with the authority andability to enter or update a CATS record. CATS is available in various police stationsaround the force to allow Area JIT trained officers access to the system.

Area Crime Managers have access to the system and are able to add a review to theinvestigation record.

The Disclosure Unit and I.N.I. SPOC staff have view only access and are able toresearch the system data.

PHQ Control Room Supervisors are able to gain access to the system at any timeand are the out of hours contact points for any CATS related enquiries.

USER INPUT PROCEDURE AND GUIDE

CATS is a stand-alone purpose built child abuse investigation system. All informationrelating to a child abuse investigation will be recorded in full detail onto the CATS

system.


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A CATS record will be created for every child abuse related referral received at theCAIU or where an invitation to attend a child protection case conference or caseconference review is received. A CATS record will also be created when a policecheck request has been received from a partner agency.

When a CATS investigation is allocated to an officer for investigation, they will ensurethat a detailed initial investigation details and summary log will be completed.This log entry should contain specific details of the allegation and the intendedcourse of action for the investigating officer.

A C.I.S. crime report will be completed when a crime has occurred and the initialinvestigation details and summary log information, will be cut and pasted from the

CATS record on to CIS crime report. All further investigation details and informationwill be recorded on to the CATS system.

At the conclusion of the investigation, the investigating officer will ensure that theycomplete a detailed summary of investigation and conclusion log entry on theCATS system prior to concluding the investigation and forwarding the CATS recordon to a supervisor for review and finalisation. The investigating officer and supervisorwill ensure that a copy of the summary of investigation and conclusion log entry iscut and paste from the CATS database onto the CIS Crime Report. It is theresponsibility of the Investigating Officer to ensure that the CATS record is regularlyupdated.

The accompanying User Guide has been produced to assist all CATS Users and toensure that all records are fully completed appropriately and to the same highstandard.

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Department: Crime Management DepartmentSee Also: CATS User Guide

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Authorised By: DCI, Public ProtectionAuthor: DT CATS Administrator/WA CPT DSNext Review Date: December 2008Date Reviewed: N/ADate Created: December 2006RegistryReference:

Not Applicable

HRA Compliance: 27 March 2007HRA Auditor: AK

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