When an agency is required to expunge a record, the specifics on what needs to be expunged are contained in the court order.
Note: Please refer to your agency's policy on Expunging Records.
This document provides suggestions for accommodating the expungement order by deleting or modifying records contained in Online RMS.
If the order specifies an offender on an incident report:
With appropriate permissions, you can expunge the offender from the report using the Offender incident expungement workflow. For workflow details, refer to Expunge Offender or Arrestee.
If the order specifies an arrest:
With appropriate permissions, you can expunge an arrest record by using the Arrest Expungement process. For details, refer to Expunge Field Arrest.
If the order specifies to delete an Incident Report, Arrest, and all related information:
It is easy to locate the Incident, and Arrest reports then delete them from Online RMS. When creating the delete comment, it may be beneficial to cite the court order.
Incidents
Incident reports must be in Initial status to allow for deletion:
| – | If the report is in Approved status, refer to Changing Incident Status for detailed instructions on changing the status to Initial. |
For detailed instructions on deleting an Incident report, refer to Delete Initial Incident Report.
Below illustrates how to delete an initial report from Recent Activities, and the required comment dialog box:
Note: Deleted reports are not recoverable from the database.
Field Arrests/Citations/Field Contacts
If ordered, users with authority can delete Field Arrests, Citations, and FIeld Contacts using similar steps as with Incidents by first querying for the record.
To delete Field Arrests, refer to Delete Field Arrest.
To delete Citations, refer to Delete Citation.
To delete Field Contacts, refer to Delete a Field Contact.
Investigative Case
If there is a follow-up Investigative Case associated with the Incident report, the delete process automatically removes the Incident from the associated Investigative Case.
| – | The associated Investigative Case should also be reviewed to delete any case comments that may reference the expunged person by name. |
Person Record
It is not necessary to delete a person record from Online RMS. Once an Incident report is deleted, the association to that report is deleted from the Master Indices Person record.
If preferred, an agency can choose to edit the Master Person record specified in the expungement order to change the person's name rather than delete the individual events.
As an example, some agencies change the person's name to the reference number of the expungement order to preserve the event records and remove any ability to find records when searching for the person's name. If this flow is preferred, keep in mind the individual records will need to be reviewed to remove the person from associated narratives or comment fields.
Orders to expunge records need to be handled on a case-by-case basis.
After reviewing your agency's current policy at the time of the order, and the decision is made on what records need to be deleted or edited, you can proceed to delete or edit those records within Online RMS. If you need further assistance, please submit a ticket to our Support Team.
Caliber Online RMS contributes information from approved reports to external repositories such as NDEX. It may be necessary for agencies to expunge information contributed to these repositories by contracting them directly and following their expungement process.
Your agency may contribute information to Caliber Online RMS through an interface with an external program. After the necessary information is expunged from Online RMS, you may need to contact the external vendor directly and follow their process to expunge the records in their program.
Examples of external interfaces are electronic ticket writers, crash reporting systems, and DWI/DUI reporting software.
With proper permissions you can Un-Expunge an offender or arrestee on an Incident Report, or an entire Field Arrest. For more information, refer to Un-Expunge.
Note: Expunged records are not visible throughout Online RMS unless the user is granted permissions to view expunged details.