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Using the Agencies Module

← Administration
As an administrator, use the Agencies module to track agency information for your users. All personnel must be assigned to an agency. Agency information should be added for each agency that your agency interacts with, so that accurate records can be kept.

To open the Agency Search screen, from the Administration dashboard or the Agency Setup menu, select Agencies. See the article “Searching for Records.”

To add an Agency record:
  1. From the Agency Search screen or an Agency record, click Add New. The Adding New Agency screen opens.
  2. Complete the appropriate fields. For field descriptions, see the section “Fields on the Adding New Agency Screen” below.
  3. Click Save. The agency is created.
  4. To delete an Agency record, open the record, and then select Actions > Delete. The Delete Agency prompt box opens, asking for confirmation of the deletion. To delete the agency, click Delete. Otherwise, click Cancel. 

    NOTE    : The Agency record cannot be deleted if any records reference the Agency record. If an attempt is made to delete an Agency record that is referenced by other records, then the Delete Agency message box opens, stating that the Agency record cannot be deleted, and listing the records that reference the Agency record. Click OK to close the Delete Agency message box.

Fields on the Adding New Agency screen

The Adding New Agency screen contains the following fields, which are separated by area.

Information area

Use the Information area to track basic information about the agency.
  • Agency Code: Enter the code for the agency. For example, SPD.
  • Agency Name: Enter the name of the agency. For example, Springfield Police Department.
  • Description: Enter a description of the agency. For example, the type of agency.
  • ORI: Enter the origin routing indicator for the agency, if applicable.
  • City: Enter the city in which the agency is located.
  • City Indicator: Enter the number assigned by the FBI to the city, if applicable. This number is used if the city submits information directly to the FBI because their UCR program does not participate in NIBRS. 
  • County: Enter the county in which the agency is located.
  • State: Select the state in which the agency is located.
  • Time Zone: Select the time zone in which the agency is located. 

Default Settings area

Use the Default Settings area to set basic settings for the agency.
  • Default Partition: Select the default partition into which records created by users in that agency are added. See the article “Setting Up Record Partitioning.”
  • Use Agency City and State for new Addresses check box: Select this check box to have the default city and state for new Address records be the same as the city and state entered in the Information area of the Agency record. Clear this check box to display the Default Address City and Default Address State fields.
  • Default Address City: Enter the city to use as the default city for new Address records. This field is only displayed if the Use Agency City and State for new Addresses check box is cleared.
  • Default Address State: Select the state to use as the default state for new Address records. This field is only displayed if the Use Agency City and State for new Addresses check box is cleared.
  • Default Address Area Map: Use this area to set up the view of the map that is displayed by default for the agency. The map uses the same controls as standard online maps. Center and zoom the map to display the desired area. When the Agency record is saved, the default map is saved as well. When users in the agency create records that use the map, the default map is displayed when the map is opened.

Administration area

Use the Administration area to track the administration of the agency.
  • Chief Administrator: Enter the name of the chief administrator for the agency.
  • Title: Enter the title of the chief administrator.
  • Address: Enter the address of the chief administrator or agency. For example, the address of the police station. See the article “Entering Addresses.”

Contact area

Use the Contact area to track the contacts for the agency.
  • Phone Number: Enter the main phone number for the agency.  See the article "Entering Phone Numbers." 
  • Website: Enter the website of the agency.
  • Contact Details: Enter details about how to contact the agency. For example, the name of the person to ask for when contacting the agency.

Adding agency logos

Once an Agency record is created, a logo for the agency can be added to the record. The agency logo is displayed on the Nova Dashboard screen for any users associated with the agency, as well as on all reports printed by users in that agency.

To add an agency logo:
  1. From the Agency Search screen, select the desired Agency record. The record is displayed.
  2. In the Agency Logo area, click the Choose button. The Open dialog box opens.
  3. Locate and select the file to use as the agency logo. The file is uploaded and displayed on the record.

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