Crash Records Systems (2005)

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The most successful examples of crash records systems reported here were those developed in an environment of multidisciplinary and multijurisdiction coordination, com- munication, and cooperation. The lessons learned from these examples of successful systems are simple, but worth repeat- ing in the context of improved practices for crash data col- lection, crash data management, and data linkages for report- ing and analysis. Several items are suggested. • An established state traffic records coordinating com- mittee—This is a committee charged by the executives of stakeholder agencies throughout the state, ideally staffed by the office of highway safety, whose members are drawn from every facet of the traffic safety commu- nity. The committee’s strategic mission includes coordi- nation, communication, and interagency cooperation on improvements to any component of the traffic records system. This committee can serve as a forum for com- municating plans and needs among the agencies respon- sible for the crash, roadway, driver, vehicle, emergency medical service/trauma, law enforcement, and court rec- ords systems. Data collectors, system managers, infor- mation technology staff, safety analysts, and program staff from all the stakeholders can learn to work within the much broader context of a comprehensive traffic records system framework. • A strategic plan for traffic records improvements—The strategic planning efforts will arise with a meaningful process that begins with custodial agency buy-in to ensure that the plan will serve as a blue print for change. As part of the strategic plan, a detailed implementation or action plan guidelines provides specific actions and assigns responsibility for completing those actions, out- lines the completion schedules, and lists the antecedent tasks so that schedule slippage can be anticipated and accommodated. A strategic plan that is flexible and keeps in mind the broader objectives of collecting high-quality data in a timely fashion and making those data accessible for analysis and reporting has been noted to be desirable. Examples of successful crash records systems have come from committees and agencies that keep in mind the strategic missions and, as a result, do not end up with a crash records system that is technically sound, but does not meet the needs of the highway and traffic safety community. 28 • Budgeting for the entire life cycle of the system—Suc- cessful crash records systems have often been reported to cost millions of dollars to develop and maintain. Although it is rarely possible to plan for all contingen- cies, it is critical to incorporate a sensible life cycle and financial commitment into all phases of the system plan- ning life cycle. • Data-for-data partnerships—Data collected for any of the components of a traffic records system are needed by a diverse set of users, agencies, and jurisdictions. Those agencies that bear the greatest costs for data collection may not be the ones that benefit most from their use. There may be little incentive for a municipal law enforcement agency to invest in collecting complete, accurate, and timely crash data, for example, if scarce local resources must be assigned to combat crime. How- ever, it is often the case that there are resources at state agencies that would benefit local agencies. The most successful crash records systems provide some form of sharing data, software, and/or hardware resources to local jurisdictions in exchange for improved data col- lection for their systems. Examples of incentives have included access to detailed department of transporta- tion mapping software, free crash data collection tools, and distribution of global positioning system readers to obtain locations that are more accurate. In many respects, public agencies are the customers of other public agen- cies. In serving one another with better access and resources, everyone benefits. • A knowledge base for traffic records systems—Suc- cessful crash records systems have embraced the con- cept of a knowledge base to serve the highway and traf- fic safety community. Whether as a data clearinghouse or as a staff specifically assigned to conduct ad hoc link- ages, having trained resources for data access affords an improved coordination and communication between users and the collectors and managers of the data. The expertise developed for this knowledge base becomes a resource for every stakeholder and gains support for more traffic records system improvements. • Simplified crash data collection—The most successful crash records systems have resulted from efforts to sim- plify field data collection. Examples of such efforts have included providing software and hardware tools for data collection, training and support, linkages to other data sources to reduce the number of data elements collected, and the use of non-sworn officers for crash investigation. CHAPTER FIVE CONCLUSIONS

29 Based on these observations, the following are suggested for future considerations: • Coordination, communication, and cooperation are keys to successful development of crash records systems. States and the federal government have long recognized the importance of a forum at the state level to bring together the diverse stakeholders and foster an aware- ness of the needs of data collectors, managers, and users. With the large amounts money involved, and the potential for failure even in the best-designed sys- tems, the traffic records community has developed an awareness of the need for long-term planning and life- cycle budgeting. • Successful crash records systems have most often been managed within the context of a strategic plan. Strategic plans should be flexible and should incorporate a detailed implementation plan, including action item lists and task assignments. Buy-in from all traffic records system cus- todial agencies is critical, as is a commitment to sharing data and resources among the collectors and managers of the data. The entire highway and traffic safety community benefits from improvements in data quality and availabil- ity. Only by working together and committing shared resources will it be possible to justify the necessary spending. Establishing a knowledge base is one way to ensure that high-quality data for use in decision making is available to the highway and traffic safety community.