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TO: <br />FROM: <br />BY: <br />CC: <br />DATE: <br />SUBJECT: <br />City of Tukwila <br />Allan Ekberg, Mayor <br />INFORMATIONAL MEMORANDUM <br />Community Service & Safety Committee <br />Eric Dreyer, Chief of Police <br />Rebecca Hixson, Senior Manager, Support Operations Division <br />Mayor Ekberg <br />October 18, 2021 <br />Case Report Digitization and Records Management: Status Update <br />ISSUE <br />The Tukwila Police Department had approximately 2.2 million pages of case reports, homicide <br />files and ID files in hard copy format stored in three different locations. Creating digital copies of <br />these records will improve public records retention, records management and public disclosure <br />processes and response times. In addition, all records that must remain in hardcopy would fit in <br />city -owned, accreditation -approved Justice Center. <br />BACKGROUND <br />Feb. 2020: Expenditure of $150,000 over 18 months approved by Council <br />DISCUSSION <br />March 2020: <br />April 2020: <br />May 2020: <br />June 2020: <br />July 2020: <br />August 2020: <br />Sept. 2020: <br />Jan. 2021: <br />Feb. 2021: <br />April 2021: <br />May 2021: <br />Summer: <br />Oct. 2021: <br />Scanned four test boxes of various record types <br />Submitted WA State Local Records Grant application <br />Completed 2006 case report scanning <br />Completed 2005 case report scanning <br />Scanning paused due to COVID 19 funding challenges <br />Records added to LaserFiche <br />WA State Grant funding put on hold <br />PD moves to Justice Center <br />Records Annex clean up <br />Purchased third LaserFiche license <br />PD moves out of Records Annex to Justice Center and old PD Holding Cells <br />Resubmitted WA State Local Records Grant application <br />Prepared case report for scanning (eight years ready to scan) <br />Awarded $49,195.51 WA State Local Records Grant <br />Restart scanning; continue case file preparation <br />2022: Complete case report and homicide case scanning; determine if funding remains <br />to complete ID file scanning. <br />FINANCIAL IMPACT <br />PD 2020 Expenditures: $7,000 <br />PD 2021 Estimated Expenditures: $50,000 <br />2022 Expenditures: Grant funds $49,195.51 <br />23 <br />