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SmartRMS

SmartRMS is a comprehensive records management system that streamlines the reporting of law enforcement case management and operations.

SmartRMS is a NIBRS-compliant records management software deployed via cloud, on-prem, or hybrid. It simplifies law enforcement case management and operations record-keeping and reporting. mDL scanning adds accurate, contactless ID data directly into the software, reducing manual entry and errors.

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FBI CJIS & NIBRS Compliant Police Records Software

SmartRMS provides powerful tools for efficiently capturing, indexing, storing, and tracking information, documents, and files. This ensures complete accuracy and compliance with state and federal reporting standards.

Centralized digital evidence management allows agencies to manage cases and track data related to people, property, and locations in a single, organized database.

SmartRMS application operates across standard in-car mobile computing environments. It is the best tool for modern law enforcement agencies.

SmartRMS provides powerful tools for efficiently capturing, indexing, storing, and tracking information, documents, and files.
Mobile Driver's License
Manage & Track Data
Case Management
Wants & Warrants
Track Civil Process
Evidence Collection
Officer Subpoenas
Write eCitations
Crash Reporting
SmartWEB Integration

Mobile Driver’s License (mDL): Contactless ID Capture

The mDL (mobile digital driver's license) scanner provides fast, secure, contactless identity verification within the app.

SmartCOP supports Mobile Digital Driver’s License (mDL) capture. The mDL scanner provides fast, secure, contactless identity verification within the app. Built to ISO-18013-5, it lets officers capture accurate subject data without manual typing.

During a stop, law enforcement scans an mDL using only their phone, and SmartRMS receives clean data for reports and CJIS searches. 

While mDL scanning is available for iPhone on iOS 15 or later, with support for iOS 18, the core SmartRMS application is fully optimized for standard in-car Mobile Computing Terminals (MCT).

Click here to watch a short video demonstration of the SmartCOP mDL feature.

Complete Records Management System for Tracking Offenders, Evidence, and More

SmartCOP’s records management system features a powerful Master Naming Index. The MNI helps law enforcement agencies manage and connect critical data across people, vehicles, vessels, and businesses, all in one centralized location.

This system simplifies how officers and investigators access and track offender history. Items tracked include mug shots, aliases, gang affiliations, scars, tattoos, and known associates. Users can perform fast, flexible searches to find relevant records without toggling between multiple systems.

The Master Naming Index also supports unlimited address history, photo lineups, and tracking of business contacts and alarm companies. This makes it easier to gather intelligence and improve situational awareness in the field and during investigations.

With SmartCOP’s records management system, your agency can reduce time spent on data entry and improve case accuracy with immediate access to information.

SmartCOP's Master Naming Index offers a comprehensive solution for managing and tracking critical data related to persons, vehicles, vessels, and businesses.

Unlimited Report Types, Supplements & Attachments

SmartCOP’s Case Management system provides a powerful, configurable workflow that supports unlimited report types, supplements, and attachments, including images and crime scene diagrams.

SmartCOP’s Case Management system provides a powerful, configurable workflow that supports unlimited report types, supplements, and attachments, including images and crime scene diagrams.

It is NIBRS compliant, supports Clery Act reporting, and features GIS/map integration for enhanced tracking and investigative status updates.

Multiple users can work on a case simultaneously, while configurable business rules and edit checks ensure accuracy. The system tracks investigative time, payments to informants, and solvability factors, with automatic linking to related reports.

Additional features include integrated Use of Force and Domestic Violence reporting, central case view, email notifications, and the automatic generation of arrest reports and warrants.

End-to-End Warrants Management in Your RMS

Tired of clunky warrant workflows and paperwork bottlenecks? SmartCOP’s Wants & Warrants module removes the frustration. Built for patrol, investigators, and records staff alike, it lets you manage the full process (from warrant application to service) in one place, without jumping between screens or systems.

  • Skip the paperwork. Go fully paperless with unlimited warrant types and digital document storage.
  • Create warrants from the field. Mobile access lets you start applications from your patrol vehicle.
  • Stay in sync. NCIC entries, service attempts, and jail bookings update automatically across systems.
  • Customize your flow. Configure statuses, statutes, and expungement rules to match your agency’s policies.
  • See what matters. A real-time dashboard shows which warrants are ready, served, overdue, or require follow-up.

No more lost documents, repeated data entry, or missed deadlines, just a records management system that supports the way your agency works.

SmartCOP's Wants and Warrants system streamlines the entire process with a configurable workflow, informative dashboard, and paperless management of unlimited document types.

Track Open and Closed Reports

SmartCOP's Civil Process module allows agencies to track open and closed reports, as well as defendants, witnesses, plaintiffs, and subjects to serve.

SmartCOP’s Civil Process module allows agencies to track open and closed reports, as well as defendants, witnesses, plaintiffs, and subjects to serve.

The system logs service attempts and integrates with MCT, enabling quick CAD calls for civil document servicing.

It supports electronic paper service, links to the Master Index, and includes a change log to track record modifications. Users can attach pictures, videos, and other documents while benefiting from automatic calculations of service fees and interest on judgments.

The module also provides detailed statistical reporting for improved accuracy and efficiency.

Integrated Evidence Tracking Tools Built into Your Records Management Software

SmartCOP’s Evidence Management module was built to fix what other systems overlook: the daily pain points of logging, storing, and tracking evidence accurately under pressure.

Our fully integrated module simplifies evidence entry from the start, allowing officers to scan, log, and link items directly from incident or crash reports. No duplicate entry required.

With built-in barcode and camera scanning, bulk actions, and automated label printing, you can move quickly without sacrificing detail. A centralized dashboard helps supervisors monitor chain-of-custody, run inventory, resolve discrepancies, and audit on demand, all without digging through disjointed records.

SmartCOP’s evidence module is configurable to your agency’s process, not the other way around. Whether you’re attaching files, managing storage, or generating required reports, the tools are in place to reduce human error and ensure compliance.

Learn How Lexington PD Improved Officer Safety
SmartCOP’s Evidence Management module streamlines the collection and processing of evidence with simplified, error-free workflows.

Receive, Track, and Report on Subpoena

SmartCOP’s Subpoena Log allows agencies to efficiently receive, track, and report on officer subpoenas.

SmartCOP’s Subpoena Log allows agencies to efficiently receive, track, and report on officer subpoenas.

It includes an integrated notification system that ensures officers receive timely information about their required court appearances.

Key details such as the date received, defendant and recipient names, court case numbers, and agency or received locations are tracked. The system also logs recipient notifications, notification methods, and appearance dispositions.

With features like email notifications, calendar reminders, and the ability to store electronic copies of subpoenas, the Subpoena Log enhances organization and communication within the agency.

Write Citations in Under Two Minutes

SmartCOP’s e-Citations module offers a simple, wizard-based interface that enables officers to write citations in two minutes or less.

The system allows for quick data entry by pasting information from NCIC, automatically generates court schedules, and includes a favorite violation list for faster citation creation.

Officers can capture violator signatures, collect mobile payments, and generate other reports without retyping information.

Additional features include an integrated speed device log, driver’s license scanning, and the ability to print citations in both 4″ and 8.5″x11″ formats.

Built-in edit checks and adjudication tracking ensure accuracy and streamlined processing.

SmartCOP’s e-Citations module offers a simple, wizard-based interface that enables officers to write citations in two minutes or less.

State Compliant Crash Reporting

SmartCOP's Traffic Accident / eCrash module provides a complete, state-compliant crash reporting solution that is 100% MMUCC compliant.

SmartCOP’s Traffic Accident / eCrash module provides a complete, state-compliant crash reporting solution that is 100% MMUCC compliant.

Officers can paste information from NCIC, print driver’s exchange forms, and use configurable pick lists for streamlined data entry.

The system supports driver’s license scanning and is compatible with various diagramming programs, including full integration with Easy Street Draw.

Reports can be submitted electronically to the state, ensuring efficient and accurate crash reporting.

SmartWEB Integration

SmartWEB integrates with SmartRMS, allowing users to view open wants and warrants and access MNI mug shots.

It also enables citizens to report non-emergency crimes online, with configurable crime types to match agency requirements, making incident reporting more accessible and efficient.

Ever wished for easy access to live records from CAD, Warrants, or JMS? Look no further than SmartWEB.

A Unified Public Safety Ecosystem: CAD, RMS, and JMS Integration

SmartRMS is engineered to serve as the highly connected core of your agency’s technology ecosystem, eliminating manual dual entry, accelerating field operations, and ensuring data integrity from the initial call to final adjudication.

Bi-Directional CAD-to-RMS Interface

Our integration with SmartCAD ensures a fluid, automated data pipeline.
  • Real-Time Data Populating: Dispatch details, unit assignments, and initial incident timelines are sent into the case report.

  • Immediate Situational Awareness: Field officers receive critical updates instantly.

Master Name Index (MNI) De-Confliction

The SmartCOP Master Naming Index (MNI) acts as a centralized database connecting people, vehicles, vessels, and businesses.
  • Proactive De-Confliction: Advanced cross-referencing algorithms automatically flag potential duplicate identities.

  • Jurisdictional Intelligence: Address histories, mug shots, and photo lineups tied together.

End-to-End Jail Management System

Bridge the gap between patrol forces and corrections staff.
  • Automated Booking Handshake: The system automatically generates arrest reports, active legal orders, and warrants, transferring them directly into your JMS.

  • Reduced Intake Latency: Booking officers instantly pull pre-verified offender history from the MNI, eliminating the need to re-verify identity data.

Real-Time State NCIC & Law Enforcement Switch Queries

Deep integration capabilities allow fast queries to state networks and federal criminal databases.
  • Instant Background Queries: Run rapid NCIC and state-specific switch queries directly from the incident or crash reporting modules.
  • Field Verification: Paste clean, verified data from federal returns directly into active reports, warrants, or e-Citations.

Interested in SmartRMS?

To learn more about our SmartRMS solution, complete the form below to download more material, or contact our team directly to start a conversation about a new Records Management System.

Frequently Asked Questions

  • What is a law enforcement Records Management System (RMS)?

    A law enforcement records management system (RMS) is a specialized software platform used by police and sheriff's departments to capture, store, and track incident reports, criminal histories, and digital evidence. It centralizes case management and automates state and federal compliance reporting.

  • What does it mean for an RMS to be NIBRS compliant?

    A NIBRS-compliant RMS automatically formats crime data to meet the FBI's National Incident-Based Reporting System standards. It prompts officers for required fields, automates error checks, and ensures accurate, timely submissions of offense, arrest, and property logs to federal authorities.

  • How does mDL scanning work with a police RMS?

    Mobile Digital Driver's License (mDL) scanning allows officers to use their smartphones to securely read a citizen's digital ID. The scanner captures accurate, contactless identity data and instantly populates the RMS, reducing manual typing errors and speeding up CJIS searches.

  • Does SmartRMS integrate with Computer Aided Dispatch (CAD)?

    Yes, SmartRMS integrates seamlessly with SmartCAD. This integration allows real-time dispatch data, unit assignments, and incident details to flow directly into the records management system, providing officers with immediate situational awareness and reducing duplicate data entry.