HomeMy WebLinkAboutCSS 2020-02-10 Item 1A - Funding - Police Records Digitization Project for $150,000City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Community Services & 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 Pubic
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
2
Police Records
1� Digitization:
• Increase efficiency (time, staff, space, $)
• Meet legal obligations
• Preserve important information
w
0
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
Pilot
Project Security
State I Quality
Standards Processes
Change
Management Integration -
0
CDI $150,000
Baluster $264,000
SIS NW Inc $264,000
WA State Archives
$506,000
% *,**/ - 19
Planning Selection Disposition
Clean up Organization LaserFiche
Setup
0
PD Prep La & Q�he PD Review
PHASE 4-
RECORDS Transport Metadata Corrections
SCANNING (as needed)
CDI Prep CDI Scan & Return to
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
LN