HomeMy WebLinkAbout5.A.1. Purchase of Document Scanners and Software~i ! 1 i ~ o
CITY OF SHAKOPEE
Police Department
Memorandum
TO: Honorable Mayor and City Council
Mark McNeill, City Administrator
FROM: Teri Scherer, Records Supervisor
SUBJECT: Purchase of document scanners and software from Crabtree
Companies Inc. for police records
DATE: September 21, 2010
INTRODUCTION:
City Council is asked to consider authorizing the purchase from Crabtree Companies Inc.
four document scanners, as well as software and licensing, to further the department's
goal of electronic data management and document storage, retrieval and distribution.
BACKGROUND:
The police department seeks to increase efficiency by continuing the migration to
electronic data management. We have sought guidance, recommendations and quotes
from the Shakopee IT director. The purchase of document scanners and software will
assist in efficient and accurate storage, retrieval, distribution, and management of our law
enforcement related data. Electronic data management will also lend itself to efficient
disaster recovery.
Items include 3 document scanners, 1 flatbed scanner, and related software and licenses
for a cost of $17,139.38. The scanners are necessary for document imaging and will be
compatible to any software product the city uses for electronic data storage.
BUDGET IMPACT:
Funds necessary for this project total $17,139.38. The money used to purchase the
equipment will be taken from the DWI forfeiture fund. It will not have any impact on the
Police Department budget.
VISIONING RELATIONSHIP:
Goal F -Housekeeping item.
Page 2
SUBJECT: Purchase of document scanners and software for police records
ALTERNATIVES:
1. Approve the purchase
2. Do not approve the purchase
3. Table and provide direction to staff
RECOMMENDATION:
Alternative #1. Staff recommends approval of the purchase.
ACTION REQUESTED:
If the Council concurs, they should, by motion, authorize the purchase of four scanners,
and related software and licenses using DWI forfeiture funds in the amount not to exceed
$17,139.38, from Crabtree Companies Inc.