Public Safety and Security Incident Reporting System

Effective and easy to use

With IVy Incidents, officers can create detailed professional reports covering every aspect of your reporting needs. Reports can be signed and distributed electronically, on paper, or even exported as an Adobe Reader PDF document for distribution via email. Either way, the end result is a professional looking report that is easy to read.

Packed with easy to use input features such as drop down boxes, date/time selectors and narrative spell check, makes it easy to enter the correct information in a consistent manner. The fields are organized in tabs and sections such as Vehicles, Property, Narrative and more to ensure that you do not have to scroll the screen in order to enter or view the information. This way, you do not have any hidden fields or sections that the reader might miss. Furthermore, every incident report has a Narrative and Supplemental field that is in rich text format. You can control how any part of the text looks by selecting fonts and sizes and even entering tables in your documentation. All rich text format fields have a spell check feature.

IVy Incidents provides a user interface that is so intuitive, personnel with no prior computer experience are comfortable using the system and documenting incidents in a very short time with minimal training.

Linking incident reports to dispatch records

IVy Incidents allows any report to be linked to any dispatch record. Although you have the ability to link a report to a dispatch record after the report is created, most of the time you are likely to be assigning reports to dispatch records at the time that the incident is reported. The dispatcher can assign a case number to an officer during the dispatch record creation. The officer assigned to the case, typically the first officer on scene, will be notified via interoffice mail that he or she has pending reports assigned to them. If a report is not created in time, a notification icon appears to all security department users letting them know that there are pending reports.

Reports that are linked with dispatch records retrieve the timing, location, type of incident and other information directly from the dispatch record. The dispatch record will also be updated with new location and type of incident information if it is changed in the report.

Pinpoint the location on a map

Entering the location where the incident took place can be one of the most important yet hard to explain aspects of a report. IVy Incidents has the capability to use a series of related and configurable drop down boxes that will let you declare the type of location such as a building, select the building and declare information such as floors, room numbers and if the property belongs to your organization. To make this much more accurate, we now use Google Maps, where the officer can pinpoint the exact location and later, the reader can view the map. If the incident took place on a public street, you can leave the location fields blank and select the exact location on the map. IVy Incidents will find the address and enter it in the appropriate fields. Furthermore, if you do not know exactly where the incident took place and you just have an address, you can enter the address and IVy Incidents will place a pin on the map for you.

People involved

You have the ability to add unlimited people in the People grid by either selecting them from the people database or entering information for partial or unknown names. If there is a picture on file, it appears on the People grid along with the name, classification and status of the specific person. Regardless, if you are adding, editing or viewing a report, you can view the complete profile of a person by simply clicking on their picture. Changing a person's profile updates the report entries automatically so you can be sure that something as simple as a name change does not leave related reports outdated.

Utilizing a detailed people database and by linking it to the incident reports allows you to get information such as all the reports that a person is involved in, with just a click of a mouse button.

Clery Act Daily Crime Log and Fire Log

During the creation, or later while editing the incident report, you can enter the Clery Act daily crime log and fire log as the law requires such information to be entered by your organization. Embedding the Clery Act logs in the incident reports ensures that you are creating the necessary log entries at the time that the incident is documented. These entries are accessible via a public web page as the law requires.

Unlimited attachments for photos and other documents

IVY Incidents has the capability to accept unlimited number of photos and file attachments per incident report. The system creates small size copies of pictures to allow a quick preview and also stores the original size photos for future viewing. Furthermore, you can attach an unlimited number of files such as office documents, Adobe Reader PDF files and/or scanned documents so you can keep all related information in one place and easily accessible.

Time Tracking

IVy Incidents offer a unique time tracking feature that keeps track of all time spent on an incident. The total time spent by officers on scene is automatically passed down to the report and the system will even keep track for time spent documenting the incident. If you wish, you can add time tracking entries for investigations and interviews related to the incident. This feature helps the administration understand how much of their human resources is used in the incidents and help to justify the number of employees needed by the security department.

Tracking who was notified during the incident

Often, other departments of your organization are notified during an incident. Our reporting system has a section were the typist can enter who was notified and document their outreach to other departments, vendors or consultants.

Distribution of incident reports

Incident reports are meant to be distributed to various people and this is a daily function of a security department. With IVy Incidents, managers and directors of security, who are users with elevated rights, can distribute reports timely right from their office. After reviewing the report, they can add the recipients in the distribution list, sign and mark the report for distribution. Once all new reports are marked for distribution, the elevated user can distribute them electronically. All the people in the distribution list will receive an email inviting them to login and view the newly distributed documents. This function creates a truly paperless system that can save time and money.