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AGENDA ITEM NO. 13.
CITY OF HAWTHORNE City Council AGENDA BILL For the meeting of 12/10/2024 Originating Department: Police Department |
City Manager:
Department Head:
SUBJECT:
Police Department Records Digitization Project
RECOMMENDED MOTION:
Staff Recommends that the City Council approve an agreement with Richo-USA for secure digital scanning services and data importation
DISCUSSION:
The Hawthorne Police Department seeks to modernize its records management practices by digitizing approximately 2 million pages of existing paper records and integrating them into the City’s DocuWare Electronic Document Management System (EDMS). These records include police case files, field interview (FI) cards, and gang information cards, which are currently stored in physical formats that pose significant challenges for accessibility, storage, and long-term preservation.Ricoh USA, Inc. will oversee this project, handling document preparation, scanning, indexing, and integration of the digital records into the DocuWare system. The scope of work includes configuring digital file cabinets in DocuWare that align with the Police Department’s operational needs and importing all digitized records into these secure and organized storage structures. Throughout the process, Ricoh will maintain rigorous quality assurance and data security protocols to ensure the integrity and confidentiality of all records.
Digitizing these records will streamline how the Police Department accesses and manages its information. By transitioning from physical files to a centralized, searchable digital system, the department will significantly reduce the time and effort required to retrieve records, improve operational efficiency, and enhance record accessibility for authorized users. Additionally, this project will eliminate the need for extensive physical storage space, addressing long-standing space constraints within the department. This initiative also supports the City’s commitment to leveraging technology to enhance government operations while ensuring compliance with legal and regulatory standards for records management. The integration of these digitized records into DocuWare will provide a reliable, long-term solution for securely managing and accessing historical data.
The project is funded through the American Rescue Plan Act (ARPA) allocations, ensuring there is no direct cost to the City. To achieve the best pricing for these services, the department is utilizing a cooperative purchasing contract through OMNIA Public Sector/Government, contract code 2021002788. Ricoh will also provide training for Police Department staff to facilitate the seamless adoption and use of the digitized records system. Upon project completion, original documents will be securely destroyed in accordance with best practices and legal requirements.
Digitizing these records will streamline how the Police Department accesses and manages its information. By transitioning from physical files to a centralized, searchable digital system, the department will significantly reduce the time and effort required to retrieve records, improve operational efficiency, and enhance record accessibility for authorized users. Additionally, this project will eliminate the need for extensive physical storage space, addressing long-standing space constraints within the department. This initiative also supports the City’s commitment to leveraging technology to enhance government operations while ensuring compliance with legal and regulatory standards for records management. The integration of these digitized records into DocuWare will provide a reliable, long-term solution for securely managing and accessing historical data.
The project is funded through the American Rescue Plan Act (ARPA) allocations, ensuring there is no direct cost to the City. To achieve the best pricing for these services, the department is utilizing a cooperative purchasing contract through OMNIA Public Sector/Government, contract code 2021002788. Ricoh will also provide training for Police Department staff to facilitate the seamless adoption and use of the digitized records system. Upon project completion, original documents will be securely destroyed in accordance with best practices and legal requirements.
ECONOMIC DEVELOPMENT STRATEGIC PLAN:
N/A
FISCAL IMPACT:
Funds for this is included in the ARPA funding allocation for the FY 2024/2025 and are not to exceed $255,012.00 for this portion of the city wide scanning project.
NOTICING PROCEDURE:
72 hour posting notice pursuant to the Ralph M. Brown Act