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Home My WebLink AboutCOW 2020-02-24 Item 5E - Funding - Police Records Digitization Project for $150,000COUNCIL AGENDA SYNOPSIS nilials Alleefin,g Date Prepared Gy Mayor's review Council review 02/24/20 ph jr-1 0 03/02/20 ph ITEM INFORMATION ITEM NO. 5.E. SFAFF SPONSOR: BRUCE LINTON ORIGINAL. AGENIDA Dn'I'r: 02/24/20 AGENDA I-FENt Trri,E Case report digitization and records management CA'TEGO1tY ® Discussion Mtg Date 02/24/20 ® Motion Mtg Date 03/02/20 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid _Rivard g Date Aft ❑ Public Hearing g Date Aft ❑ Other Mtg Date SPONSOR ❑Council ❑Mayor ❑.HR ❑DCD ❑.Finance ❑Pire ❑TS ❑P&R ®Police ❑PIII ❑Court SPONSOR'S The Tukwila Police Department is seeking approval to spend $150,000 on outsourcing SUMMARY scanning, transitioning into Laserfiche and applying retension for the approximate 2.2 million pages of case reports, homicide files and ID files in hard copy format, stored in three different locations. Doing so would better serve the residents of Tukwila and to satisfy increasing request for public disclosure requests. REVIEWED BY ❑ Trans&Infrastructure ® CommunitySvs/Safety ❑ Finance Comm. ❑ Planning/Economic Dev. ❑ LTAC ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 2/10/20 COMMITTEE CHAIR: KRULLER RECOMMENDATIONS: SPONSOR/ADNIIN. Police CON IINIrrrEL Unanimous Approval; Forward to Committee of the Whole COST IMPACT / FUND SOURCE EXPENDITURI�, RI?QUIRI-,D AMOUNT BUDGETED APPROPRIATION REQUIRED $150000 $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 02/24/20 Forward to next Regular Meeting 03/02/20 MTG. DATE ATTACHMENTS 02/24/20 Informational Memorandum, dated 1/29/20 Powerpoint Minutes from the Community Services and Safety meeting of 02/10/20 03/02/20 175 176 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Public Safety Committee FROM: Bruce Linton, Chief of Police BY: Rebecca Hixson, Senior Manager, Support Operations Division CC: Mayor Ekberg DATE: January 29, 2020 SUBJECT: Case Report Digitization and Records Management ISSUE The Tukwila Police Department has approximately 2.2 million pages of case reports, homicide files and ID files in hard copy format stored in three different locations. Accessing, copying, sorting and disposing these records is time consuming. With increased workload from Public Disclosure requests and legislative changes, the Police Department must find more efficient ways to conduct business in order to better serve the residents of Tukwila and to satisfy increasing requests for public records disclosures. Creating digital copies of these records will improve public records retention, records management and public disclosure processes and response times. Once this project is complete, all records that must remain in hardcopy will fit in the city -owned, accreditation - approved Justice Center. BACKGROUND The City Records Governance staff has been evaluating records digitization to better serve city staff and residents since 2011. Having millions of high retrieval records has revolutionized and streamlined work in several departments. In the new Justice Center, space for hardcopy records storage will be limited and another method for records storage is needed. Four proposal were evaluated, along with an estimate for completing work in-house. DISCUSSION There are several options that could be considered: 1) Leave all records in hardcopy format. 2) Scan records within PD (9 years based on courts scanning rate) 3) Outsourcing scanning only 4) Outsourcing scanning, transition into Laserfiche and applying retention FINANCIAL IMPACT OF OPTION 4 Expenditure of $150,000 over 18 months, with the potential to recover up to $50,000 through grants. The Police Department will attempt to absorb some of the project cost into the existing 2020 budget, but may seek a budget amendment for 2020, and additional budget in 2021 to cover costs over the 18 months of the project. RECOMMENDATION Staff recommends Option 4. The Committee is asked to make a recommendation to the Committee of the Whole for consideration at its February 24, 2020 meeting with possible final action on March 2. ATTACHMENTS Powerpoint 177 178 Police Records Digitization: • Increase efficiency (time, staff, space, $) • Meet legal obligations • Preserve important information CD Option 1: Leave as is Option 2: PD Scan Option 3: Only outsource scanning Option 4: Outsource scanning, transition into Laserfiche and applying retention PHASE 2- VENDOR EVALUATION a Pilot Project Security _ State Quality Standards Processes Change Integration - Management OD N CDI $150,000 Baluster $264,000 SIS NW Inc $264,000 WA State Archives $5061000 Planning Selection Disposition r-i—i V4 ... Clean up Organization LaserFiche Setup co w PD Prep La & Q�he PD Review PHASE 4- RECORDS Transport Metadata Corrections SCANNING 11 (as needed) CDI Prep CDI Scan & Return to 0 QC PD Staff Request: Provide recommendation to Committee as a whole for $150,000 over 18 months to digitize Police records using the vendor CDI with the understanding the PD will pursue grant funding to recover costs as possible �J,�Wiu wqs p Ci yZ 1908City CouncilCommunity•Committee Meeting Minutes February 10, 2020 - 5:30 p.m. - Foster Conference Room, City Holl Councilmembers Present: Kate Kruller, Chair; Thomas McLeod, Cynthia Delostrinos Johnson Staff Present: Rachel Bianchi, Bruce Linton, Eric Drever, Trish Kinlow, Trina Cook, Rebecca Hixson, Niesha Fort -Brooks, Stacy Hansen, Tony Cullerton, Laurel Humphrey Others Present: Sharon Mann, resident Chair Kruller called the meeting to order at 6:01 p.m. I. BUSINESS AGENDA A. Police Records Digitization Project Staff is seeking Council approval to digitize case reports, homicide files, and ID files in the amount of $150,000 over 18 months, with the potential to recover up to $50,000 through grants. The Department can cover much of the cost with existing budget but may seek a 2020 budget amendment. Committee Recommendation: Unanimous approval. Forward to February 24, 2020 Committee of the Whole. B. Additional Transport Officers Staff is seeking Council approval to fund 2 additional FTE Support Officers to safely and securely support the Court's compliance with the Washington State Court of Appeals Division II ruling regarding the shackling of inmates in the courtroom. The salary and benefits package for two FTEs is approximately $188,000. Committee Recommendation: Unanimous approval. Forward to February 24, 2020 Committee of the Whole. C. 2019 4ch Quarter Police Department Report Chief Linton updated the Committee on items of interest in the 4th Quarter of 2019, including staffing, recognitions, community engagement, significant operations and events, and crime statistics. Committee question(s) requiring follow up: PD to follow-up on suspects from car -jacking cases to find out if they are still in custody. Committee Recommendation: Discussion only 187