Suffolk Constabulary Policies & Procedures

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Title: CATS - CASE ADMINISTRATION TRACKING

SYSTEM

Index: WHAT IS CATS?

ROLES AND RESPONSIBILITIES
LIST OF USER GROUPS ON CATS
USER INPUT PROCEDURE AND GUIDE

WHAT IS CATS?

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

The CATS database allows for the effective supervision and tracking of all referrals
from initial receipt to disposal and records the details of all persons connected with
those investigations.

Each of the Child Abuse Investigation Unit’s (CAIU’s) based at Ipswich, Bury St
Edmunds and Lowestoft are equipped with a purpose built scanner, which allows the
User to scan various documents directly onto CATS, including the investigation file
papers, referrals, conference notes, correspondence, photographs and all associated
documents from partner agencies. The Constabulary’s aspiration is to establish a
‘paperless system’ with all information relating to child abuse investigations being
stored 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 deputy
‘system owner’ is Detective Inspector, Rowan House Bury St Edmunds, Victim Care
Centre.

The CAT’s database ‘Super User’ is the Detective Sergeant, Child Abuse
Investigation, Rowan House Bury St Edmunds VCC. The Super User has day to day
responsibility for the CATS database in Suffolk and is responsible for all training,
non-technical issues, password reset, user set up and general working practice
issues. 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 deputy
‘Super User’ in the absence of the DS CAIU Rowan House.

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

Every CATS User utilising the system will belong to a Specific User Group, with
relevant 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)

Disclosures
Managers
Super Users
Supervisors
VCC staff
CAIU staff
CAIU admin
PHQ Control Room
SPOC Staff
Area Crime Managers

The CAIU and Area based JIT trained staff are the only Users with the authority and
ability to enter or update a CATS record. CATS is available in various police stations
around 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 the
investigation record.

The Disclosure Unit and I.N.I. SPOC staff have ‘view only’ access and are able to
research the system data.

PHQ Control Room Supervisors are able to gain access to the system at any time
and 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 information
relating 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 the
CAIU or where an invitation to attend a child protection case conference or case
conference review is received. A CATS record will also be created when a police
check request has been received from a partner agency.

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

A C.I.S. crime report will be completed when a crime has occurred and the ‘initial
investigation details and summary’ log information, will be cut and pasted from the
CATS record on to CIS crime report. All further investigation details and information
will be recorded on to the CATS system.

At the conclusion of the investigation, the investigating officer will ensure that they
complete a detailed ‘summary of investigation and conclusion’ log entry on the
CATS system prior to concluding the investigation and forwarding the CATS record
on to a supervisor for review and finalisation. The investigating officer and supervisor
will ensure that a copy of the ‘summary of investigation and conclusion’ log entry is
‘cut and paste’ from the CATS database onto the CIS Crime Report. It is the
responsibility of the Investigating Officer to ensure that the CATS record is regularly
updated.

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

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Department: Crime Management Department

See Also: CATS User Guide

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Authorised By: DCI, Public Protection

Author: DT – CATS Administrator/WA CPT DS
Next Review Date: December 2008
Date Reviewed: N/A
Date Created: December 2006
Registry Not Applicable
Reference:
HRA Compliance: 27 March 2007
HRA Auditor: AK

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