By Joseph Walker
In the ongoing pursuit of digital solutions that enhance proactive policing and expedite the identification of crime trends, law enforcement agencies are increasingly looking inward at existing data sets. However, the challenge they face is not just about finding the “perfect” solution — it’s about breaking down data silos. The true power lies in empowering agencies to harness the vast amounts of data stored across disparate systems, merging them into comprehensive, data-driven tools that can significantly enhance crime-fighting capabilities.
The primary hurdle is not necessarily the software itself but overcoming organizational and technical silos that prevent effective data use. While agencies may seek external solutions, they often overlook the potential of their existing data and technologies. Additionally, a common misconception is that specialized crime-fighting staff can automatically generate insights from standard reports provided by vendors. However, this approach misses the mark. A more strategic solution involves creating diverse, multidisciplinary teams that leverage various skill sets to develop custom crime-fighting products tailored to each agency’s unique needs.
This article explores the challenges of overcoming data silos in law enforcement, provides actionable strategies for doing so, and highlights the approach the Chula Vista Police Department (CVPD), located in Southern California, took to tackle these issues.
Middleware solutions: Bridging the gap
One of the most prevalent issues related to data silos in law enforcement is the lack of interoperability between the various solutions agencies purchase. Crime-fighting technologies are typically acquired based on different criteria — budget, IT infrastructure, technical expertise and even personal preferences. Unfortunately, in most cases, not enough attention is paid during the acquisition process to how these solutions will interconnect and share data.
Vendors often design software to meet a broad range of needs, making it challenging to find a one-size-fits-all solution. However, there’s hope. Middleware, a type of software designed to connect disparate systems, offers an effective, cost-efficient means to integrate data.
At CVPD, middleware tools like Microsoft Excel, Microsoft Access and SQL have become integral to overcoming data silos. While these tools can also generate reports, our focus is on how they serve as bridges between different data systems.
- Microsoft Excel: As a universally familiar tool, Excel is excellent for integrating data resources quickly and easily. However, it has limitations, particularly in handling large data sets and preventing accidental modifications. While it’s an ideal tool for quick analysis, relying on Excel for long-term, automated reporting is not recommended.
- Microsoft Access: Although its popularity has waned, Access remains a powerful tool for managing larger data sets without risking accidental alterations to the source data. Access allows users to create data entry windows that restrict access to raw data and facilitate the management of more complex datasets. However, its decreasing relevance in the field of data integration makes it less ideal for long-term use, especially given the growing unfamiliarity younger analysts have with the software.
- SQL: SQL provides a more sophisticated solution for integrating large volumes of data from disparate sources. While it requires more comprehensive training and a background in programming, SQL is invaluable for managing complex data structures, generating scheduled reports, and maintaining data integrity. Although SQL is typically the domain of IT engineers, creating a cross-functional team with diverse skills can break down data silos and streamline operations.
Integration strategies: Creating cohesion across data systems
When I joined CVPD as the head of the Crime Analysis Unit, one of the first challenges I encountered was the inconsistency in crime data. Command staff was concerned that different analysts were producing divergent results to the same questions, making it difficult to develop coherent crime-fighting strategies. After evaluating the dynamics within the unit, I concluded that the issue wasn’t with the staff — it was with the process. There was no standardized approach to data interpretation, and assumptions varied across different analysts.
To address this, I implemented a multi-step solution:
- Establishing data standards: The first step was to identify the key data points we routinely needed to address issues such as identifying crime trends, determining high-priority service areas and evaluating community impact. I compiled a list of the most frequently asked queries and worked with the IT engineer to extract relevant data from multiple sources. This process was foundational, establishing standardized data sets from which we could build more complex solutions.
- Developing reference tables to connect disparate data sets: After consolidating the data into manageable tables, I focused on creating relationships between them. For instance, one challenge we encountered was that officer IDs were coded differently across systems, making it difficult to link data from different sources. To solve this, we created a reference table that helped correlate the data, allowing systems to “speak” to each other. We also created unique tables for specialized data, such as use of force incidents and organizational structure tailored to CVPD’s specific needs. These in-house solutions proved far more cost-effective and flexible than relying on vendors.
Currently, we use Microsoft Access to track and flag calls for service, such as those from local hotels and motels, and upload the relevant data into SQL views for further analysis. By integrating data from various systems — such as dispatch records, crime records and personnel management systems — we have laid the foundation for a more cohesive, actionable data infrastructure.
Dashboards as the ultimate integration tool
The next step in CVPD’s data integration strategy was finding a way to present all the data we had organized in a way that was both accessible and actionable. After evaluating several options, we chose Power BI, a Microsoft tool that offers seamless integration, an intuitive interface and low implementation costs.
Power BI allows us to create interactive dashboards that combine data from multiple sources, offering a comprehensive view of key metrics in real time. One of the reasons Power BI works so well for CVPD is its familiarity — many staff are already comfortable with Excel, making the learning curve minimal. Furthermore, Power BI’s versatility enables rapid adjustments to meet specific requests, empowering our analysts to modify reports and dashboards in-house, without waiting for vendor assistance. This self-sufficiency has proven invaluable for both law enforcement and public transparency efforts.
Moreover, Power BI’s interactive features allow both law enforcement personnel and the public to explore specific datasets, further improving transparency and reducing the burden on analysts.
If you want to view products we produced (some of them are award winners), visit the Chula Vista Police Department’s website by clicking here.
Data sharing agreements: The role of collaboration
While internal data integration is crucial, crime often transcends jurisdictional boundaries. In these cases, establishing data sharing agreements with neighboring law enforcement agencies can help identify cross-jurisdictional crime trends and foster collaborative crime-fighting efforts. However, it’s essential to approach data sharing with caution, particularly when managing sensitive or confidential information. To ensure the success and security of data sharing agreements, I recommend that agencies:
- Define data management procedures: Clearly outline how data will be managed, who will have access, and the measures in place to protect sensitive information.
- Limit data sharing to law enforcement: Share data strictly within law enforcement agencies to minimize risks associated with accidentally sharing Personal Identifiable Information (PII) with third-party vendors.
- Establish accountability: Create mechanisms to ensure accountability, particularly in terms of how data is handled and disseminated, to prevent unauthorized access or misuse.
By maintaining a clear framework and ensuring transparency and accountability, data sharing can enhance collaborative efforts across jurisdictions without compromising security or public trust.
Conclusion
Breaking down data silos in law enforcement is not as complex as it may seem. By leveraging existing resources, collaborating across functions and utilizing cost-effective middleware tools, agencies can create a more cohesive data infrastructure. At CVPD, we’ve developed over 60 dashboards, most of which are built upon tables created six years ago. These dashboards provide valuable insights to different stakeholders, ensuring that our crime analysis remains effective and relevant.
As you embark on your journey to overcome data silos, keep your solutions practical, cost-effective and adaptable. With the right strategies, you can unlock the full potential of your data and drive more effective policing strategies. If you need assistance, CVPD is always willing to help fellow agencies on this path.
About the author
Joseph Walker serves as the Supervising Public Safety Analyst at the Chula Vista Police Department (CVPD), where he oversees the crime and disorder unit. His primary responsibility involves coordinating the timely sharing of accurate data and creating accessible resources for various community stakeholders.
With over 28 years of experience in public agencies, Joseph has leveraged his skills in budget development, data management software, consensus building and policy development to successfully collaborate on several high-profile and politically sensitive projects. His extensive background in process implementation, streamlining and innovative thinking has contributed to operational improvements and enhanced service delivery for both internal and external customers.
In 2019, Joseph received the Department’s Exceptional Service Award for developing the City of Chula Vista’s first interactive dashboards that improved the unit’s capacity to produce products with increased timeliness and accuracy. Some of these dashboards have won international awards and recognition from different agencies in different countries. These dashboards also revolutionized how the Chula Vista Police Department accesses and shares critical crime and Calls For Service information. Joseph also created the award-winning CVPD Drone as First Responder (DFR) program dashboard. This dashboard not only keeps the department’s command team informed about program progress, but also educates the community and emphasizes transparency.
