HomeMy WebLinkAbout5.D.3. Purchase of Document Scanners and Software5: ~~. 3 .
CITY OF SHAKOPEE
Police Department
Memorandum
TO:
FROM:
SUBJECT:
DATE:
INTRODUCTION:
Honorable Mayor and City Council
Mark McNeill, City Administrator
Teri Scherer, Records Supervisor
Purchase of document scanners and software from Crabtree
Companies Inc. for police records
October 5, 2010
The City Council is asked to consider authorizing the purchase of four document
scanners, as well as software and licensing from Crabtree Companies Inc., to further the
Police 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 City's IT Coordinator. 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.
The items to be purchased include 3 document scanners, 1 flatbed scanner, and related
software and Scan Connect licenses for a total cost of $17,139.38. The scanners are
necessary for document imaging and will be compatible with any software product the
City uses for electronic data storage. The related software and Scan Connect licenses are
for use with Laserfiche, which is the software package that the City Clerk's office
currently uses.
BUDGET IMPACT:
The total cost of this purchase will be $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's annual operating 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
$17,13.9.3 8, from Crabtree Companies Inc.