Core Module

Data Fields

A phased catalog of what to track. Start with the Phase 1 essentials, then add Phase 2 and Phase 3 fields as your capacity grows. Filter by tier, by audience, and by what is new.

Tier

Audience

Showing 23 of 23 fields

FieldDescription

Case ID
Phase 1 · EssentialBoth
A unique identifier for every case. The backbone that links all of your other records together.
Client name
Phase 1 · EssentialBoth
The name of the person whose conviction is under review.
Conviction date
Phase 1 · EssentialBoth
The date of the original conviction.
Current status
Phase 1 · EssentialBoth
Where the case stands in your process. Use a drop-down: intake, screening, investigation, litigation, closed.
Offense
Phase 1 · EssentialBoth
The offense of conviction, recorded from a controlled vocabulary rather than free text.
Race and ethnicity
Phase 1 · EssentialBothUpdated
Captured using the 2024 OMB categories. Essential for measuring and documenting disparities.
Gender
Phase 1 · EssentialBothUpdated
Client gender, recorded from an inclusive, controlled set of values.
Dates opened and closed
Phase 1 · EssentialBoth
When your review of the case opened and closed. Enables cycle-time and bottleneck analysis.
Corrections ID
Phase 2 · ValuableBoth
The department of corrections identifier, for matching records across systems.
Officers involved
Phase 2 · ValuableCIUUpdated
Officers connected to the case, in a linked repeatable table, never fixed Officer 1 through 5 columns. Lets you surface patterns tied to named officers, which carries particular sensitivity inside a prosecutor office.
Conviction factors and case flags
Phase 2 · ValuableBoth
Contributing factors such as eyewitness identification, informants, forensic issues, or false confession, recorded as flags you can aggregate across cases.
Evidence type
Phase 2 · ValuableBoth
The kinds of evidence in the case, recorded as controlled categories.
Document sharing method
Phase 2 · ValuableBoth
How records are shared and tracked, supporting chain of custody and access control.
Outcome and disposition
Phase 2 · ValuableBoth
The result of your review and the disposition of the case.
Referral source
Phase 2 · ValuableBoth
How the case came to you. Useful for understanding and improving intake patterns.
Digital evidence with chain of custody
Phase 3 · AdvancedBothNew
Digital items recorded with collection method, preserved metadata, and an unbroken chain of custody.
Forensic reliability flags
Phase 3 · AdvancedBothNew
Flags for evidence types with known reliability concerns, such as probabilistic genotyping or cell-tower location.
AI tool usage per case
Phase 3 · AdvancedBothNew
Which AI or automated tools touched each case, recorded for auditability and review.
Compensation and exoneration statute
Phase 3 · AdvancedIO
Compensation sought or received, and the governing exoneration statute.
Immigration consequences
Phase 3 · AdvancedIONew
Immigration impacts of the conviction and any relief obtained.
Media coverage
Phase 3 · AdvancedBoth
Notable media attention, useful for advocacy and context.
Legislative impact
Phase 3 · AdvancedBoth
Connections between the case and policy or legislative change.
Reentry support
Phase 3 · AdvancedIO
Reentry and support services connected to the person after release.

Model repeatable things as linked tables

For anything that repeats, like officers involved or pieces of evidence, use a linked, repeatable table rather than fixed columns such as Officer 1 through Officer 5. Linked tables let you record as many as a case needs, and they make patterns across cases possible to find.