HomeMy WebLinkAbout5.C.2. Purchase of Document Scanners and SoftwareCITY OF SHAKOPEE
POLICE DEPARTMENT
Memorandum
TO: Honorable Mayor and City Council
Mark McNeill, City Administrator
FROM: Teri Scherer, Police Records Supervisor
SUBJECT: Purchase of document scanners and software from Crabtree
Companies Inc. for police records
DATE: December 20, 2010
INTRODUCTION:
City Council is asked to consider authorizing the purchase from Crabtree Companies Inc.
of 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 Laserfiche Scan Connect
licenses for a cost of $17,139.38. The Scan Connect license allows the scanners to
connect to Laserfiche and scan documents into our imaging system.
1
Funds necessary for this project total $17,1 39.38. 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.
RELATIONSHIP TO VISIONING:
This action supports:
Goal F - Housekeeping item.
Strategy 6: Provide high quality services
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:
The City Council, if they concur, should by motion authorize the purchase of four
scanners, and Laserfiche Scan Connect licenses using DWI forfeiture funds in the amount
not to exceed $17,139.38, from Crabtree Companies Inc. effective December 20, 2010.
2