HomeMy WebLinkAboutCSS 2021-10-18 Item 1C - Update - Police Records Digitization ProjectTO:
FROM:
BY:
CC:
DATE:
SUBJECT:
City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
Community Service & Safety Committee
Eric Dreyer, Chief of Police
Rebecca Hixson, Senior Manager, Support Operations Division
Mayor Ekberg
October 18, 2021
Case Report Digitization and Records Management: Status Update
ISSUE
The Tukwila Police Department had approximately 2.2 million pages of case reports, homicide
files and ID files in hard copy format stored in three different locations. Creating digital copies of
these records will improve public records retention, records management and public disclosure
processes and response times. In addition, all records that must remain in hardcopy would fit in
city -owned, accreditation -approved Justice Center.
BACKGROUND
Feb. 2020: Expenditure of $150,000 over 18 months approved by Council
DISCUSSION
March 2020:
April 2020:
May 2020:
June 2020:
July 2020:
August 2020:
Sept. 2020:
Jan. 2021:
Feb. 2021:
April 2021:
May 2021:
Summer:
Oct. 2021:
Scanned four test boxes of various record types
Submitted WA State Local Records Grant application
Completed 2006 case report scanning
Completed 2005 case report scanning
Scanning paused due to COVID 19 funding challenges
Records added to LaserFiche
WA State Grant funding put on hold
PD moves to Justice Center
Records Annex clean up
Purchased third LaserFiche license
PD moves out of Records Annex to Justice Center and old PD Holding Cells
Resubmitted WA State Local Records Grant application
Prepared case report for scanning (eight years ready to scan)
Awarded $49,195.51 WA State Local Records Grant
Restart scanning; continue case file preparation
2022: Complete case report and homicide case scanning; determine if funding remains
to complete ID file scanning.
FINANCIAL IMPACT
PD 2020 Expenditures: $7,000
PD 2021 Estimated Expenditures: $50,000
2022 Expenditures: Grant funds $49,195.51
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