Manage police investigations, incidents, and reports in one case system

How the module works

This module organizes department activity around individual cases. Each case can capture incident details, involved parties, associated reports, and the current stage of investigation. Officers and staff update a case as new information becomes available, and the system maintains a running record of that activity.

Configurable workflows let a department define how a case moves from initial report to active investigation to closure, including any review or approval steps required along the way. Status tracking makes it possible for supervisors to see at a glance which cases are open, which are pending review, and which have been closed.

Because the module is configurable, departments can adapt case types, fields, and workflow stages to match their existing procedures rather than being forced into a rigid, one-size-fits-all structure.

• Centralized case records covering incidents, investigations, and reports
• Configurable workflows for case intake, review, and closure
• Status tracking for open, pending, and closed cases
• Shared visibility across officers, supervisors, and records staff

Who uses this module

Police departments are the primary users, with officers entering incident and investigation details, supervisors reviewing case progress, and records staff maintaining accurate documentation for each case.

Command staff use the module to understand overall caseloads and identify where cases may be stalled or require additional attention. Records personnel rely on it when compiling information in response to internal requests or coordinating with other municipal departments.

While this module is primarily an internal tool for police department staff, the structured recordkeeping it provides can support a department's broader public safety and transparency obligations.

Staff experience and day-to-day use

For officers and detectives, the module offers a consistent place to document case activity, attach relevant information, and update status as an investigation progresses. Instead of maintaining separate personal notes or disconnected files, staff work within a shared case record that reflects the current state of an investigation.

Supervisors benefit from consolidated visibility into department caseloads. Rather than requesting status updates individually, a supervisor can review case status directly within the system and follow up where needed.

Records staff use the module to keep case documentation organized and consistent, which simplifies the process of retrieving case information later, whether for internal review or in response to a records request.

Audit trail and accountability

Every update to a case, including status changes and staff actions, is captured in an audit trail. This gives departments a documented history of how a case was handled from intake through closure.

That documented history supports internal accountability and can help departments demonstrate consistent handling of cases when reviewed by command staff or external oversight bodies.

Why municipalities choose GovGrids for public safety case management

Police departments often rely on a mix of legacy records systems, spreadsheets, and paper files to track cases, which can make it difficult to get a clear, current picture of departmental caseloads. GovGrids consolidates that information into one configurable case management module.

GovGrids is priced starting at $1,500 per month on an all-inclusive, population-tiered basis, and every plan includes all fifteen GovGrids modules rather than requiring departments to purchase case management separately. There are no long-term contracts, and GovGrids is generally more affordable than the legacy incumbent systems many departments currently rely on.

GovGrids is built specifically for US city and municipal government use, with iOS and Android apps available alongside the web application, giving officers and supervisors flexibility in how they access case information.

How It Works

1. Step 1

   Open and document a case

   Officers and staff capture incident details, involved parties, and associated reports within a single case record as new information becomes available.

2. Step 2

   Move the case through a configurable workflow

   Departments define how a case progresses from initial report to active investigation to closure, including any required review or approval steps.

3. Step 3

   Track status and review activity

   Supervisors and records staff see at a glance which cases are open, pending review, or closed, working from a shared, up-to-date record.

Who It's For

• Police Chief
• Officer
• Detective
• Supervisor
• Records Officer

Frequently Asked Questions

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