How to Build a Police Misconduct Database: Moving Past Basic Spreadsheets

If your public defense office has started tracking police misconduct with basic spreadsheets and proven the value of having a database, you're likely ready for more sophisticated tools. This is where many offices consider platforms like Notion and Airtable, which combine spreadsheet tracking with document storage in one integrated system.

However, before investing time in learning general tools, consider whether you're ready for Techtivist's purpose-built tool. While Notion and Airtable offer some organizational benefits over spreadsheets, they come with significant limitations: security concerns for privileged information*, limited collaboration abilities outside your office, and a heavy maintenance burden. These generic platforms lack the legal expertise and specialized features that defender offices need.

Techtivist, by contrast, is purpose-built for defenders with the security protocols, legal-specific design, and proven track record that turns misconduct data into courtroom victories. Rather than adapting a general tool to legal work, you get software designed around Brady obligations, disclosure requirements, and the realities of defender practice.

If you're office is not ready for Techtivist yet, we understand. Think of these platforms as the in-between step: instead of maintaining separate spreadsheets and file folders, everything lives in one searchable workspace. Once you're ready to move beyond basic tracking, you'll be able to integrate your data into Techtivist's pre-built system with specialized features, expert support, and collaborative network that drive real systemic change.

*We have not evaluated the security of these platforms to hold your privileged data. It is up to you to ensure they are safe for you data before using.

Getting Started with Database Platforms

Both Notion and Airtable work similarly for misconduct tracking. You create databases for officers and content, then link documents and files directly to each record. The key advantage is integration—no more switching between spreadsheets and file folders to find what you need.

We've created an Airtable template to help you get started. 

Click here – for a free misconduct tracking template that includes pre-built fields and document organization structures you can customize for your office.

To create a copy of the template, click "Police Misconduct Database Template" in the upper left hand corner, click "View Data." Then again click "Police Misconduct Database Template", click the three dots, and click "Duplicate Base."

Essential Setup Tips

Start simple: Begin with basic officer information. You can always expand later.

Standardize early: Create consistent naming conventions and data entry rules from day one. This prevents chaos as your database grows.

Plan for collaboration: Set up user permissions and sharing protocols if multiple staff will access the system.

Regular maintenance: Schedule weekly time for data entry and monthly reviews to catch duplicates or errors.

Mobile access: Both platforms offer mobile apps—test them to ensure you can access officer information from court.

When These Solutions Work Well

Database platforms excel for offices that want more power than spreadsheets but aren't ready for enterprise solutions. They're ideal if you have 1-2 tech-savvy staff members, handle moderate data volumes, and want better collaboration than basic spreadsheets allow.

You'll find these tools particularly useful for creating officer profiles, summarizing more data, and sharing information with colleagues in real-time.

The Natural Progression

Most offices using these platforms eventually recognize their limitations. While they're excellent stepping stones, they require ongoing technical maintenance, lack legal-specific features, and can't provide the comprehensive data integration that purpose-built solutions offer.

As your tracking needs grow and prove their value, you'll likely find yourself wanting automated data integration, expert legal support, and access to the broader intelligence that comes from collaborating with defender offices nationwide—capabilities that only specialized platforms like Techtivist can provide.

The key is starting with tools that match your current capacity while building toward more comprehensive solutions as your impact and needs expand.

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Ready to take your misconduct tracking to the next level?

Contact Techtivist at info@techtivist.com or book a call here to learn how our platform can amplify your office's impact and connect you with a network of defenders driving systemic change.