Download Database Functions and Capabilities

Capabilities and benefits of the IA CP IMS database software
Family Tracing and Reunification

Records children who are unaccompanied or separated in emergency settings in a systematic
way

Records children who are reported missing by their parents or other adult (caregiver) in a
systematic way.

Facilitates instantaneous matching of records between like databases and allows for
identification of “lost” or relocated parties

Informs child protection workers of children’s cases that continue to await successful family
tracing and reunification
Case Management

Stores detailed information on children in separate “case files” that can be adjusted and edited
as the child’s case progresses over time.

Organizes children’s information in a coherent and accessible system. Reminds case workers of
tasks that are due or over-due for each child in his/her case load, thereby ensuring timely
management and follow-up of cases.

Indicates the status / progress of each child’s case, allowing case workers to quickly identify
children who continue to remain vulnerable, allowing case managers to prioritize actions related
to follow-up and referral of children.

Allows social workers to transfer out electronic case files to other organizations (as needed) and
to receive electronic case files from organizations (as needed)
Information Sharing

Synchronizes information between child protection agencies and/or sub-offices within an
agency

Transfers electronic children’s case files from one agency to another, as determined by the child
protection staff

Enables database administrators to choose what information will be shared with others and
what will be withheld, based on the discretion and determination of the agency’s child
protection program staff. Partial sharing of cases is possible with this function.

Extracts non-identifying data points /fields, as determined by child protection program and
database staff
Data Protection and Confidentiality

Allows for different levels of user permission / access to information stored within the database,
as well as the ability to alter the database backend, share case file information and run reports.

Gives a distinct password to each user, who has distinct user rights, as determined by the
database administrator.

Encrypts each child record to allow for the electronic transfer of files from one database to
another.

Stores data protection requirements specific to each child (based upon informed consent) and is
associated with his/her file within the database

Provides safeguard measures (flags /warnings) when user attempts to export/transfer
information which should remain confidential (according to specific data protection
requirements of each child).
Customization/adjustments to contextual needs

Allows database administrators complete flexibility, discretion and autonomy to design the
database to meet the needs of their specific program (without having to adhere to a prescribed
set of data points that may be inadequate or inappropriate for the context in which the IMS is
being used). Can add, delete or edit any of the following:
o
Forms to be included in case load files
o
Questions to be included on the form (including type of response requested; order of
questions; whether a question is mandatory or not, etc)
o
Language used by database operators (English and French – in 2011/12 Spanish and
Arabic versions will also be available)

Allows users to use the tool in emergency contexts, development contexts (or both, across the
continuum of care)

Facilitates collaboration among partner agencies using the database in a country (or region) in
that it reflects the data agreed upon by all participants, rather than reflecting only information
from a template or single agency form (which may not be adequate or appropriate for other
agencies). Note: the database cannot ensure collaboration and agreement among participants
who are using it.
Data Analysis

Analyzes trends in data over time to inform program design, strategy and resource allocation