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File #: AM No. 20-031   
Type: Consent Item Status: Passed
File created: 2/26/2020 In control: City Council Special Meeting
On agenda: 3/27/2020 Final action: 3/27/2020
Title: Approval of the Purchase of a Records Management Solution Implementation with ILINX Content Store, in the Amount of 61,581.00, and On-Going Subscription Costs in the Amount of 105,000 per year, for the Police Department
Attachments: 1. Agenda Memo No. 20-031, 2. Attachment A: Consulting Services Agreement, 3. Attachment A: Exhibit 1, 4. Attachment A: Exhibit 2, 5. Attachment A: Exhibit 3
MEMO TO: Members of the City Council
FROM: Mayor Angela Birney
SUBJECT:

title
Approval of the Purchase of a Records Management Solution Implementation with ILINX Content Store, in the Amount of 61,581.00, and On-Going Subscription Costs in the Amount of 105,000 per year, for the Police Department


I. RECOMMENDED ACTION
recommendation

Approve the purchase of a records management solution (ILINX Content Store) and integrated document capture solution (ILINX Capture) as a replacement for the Police Department's legacy solution which is no longer fully supported.
body

II. DEPARTMENT CONTACTS

Jonny Chambers, TIS Director 425-556-2160
Dan Werr, Senior Systems Analyst 425-556-2547

III. DESCRIPTION/BACKGROUND

The Police Department is currently running a very dated solution for records management and document capture; this solution is key to Police operations. Police depend on this system for prosecution of cases, retention and disclosure of public records, and maintaining compliance with training and certification requirements. Additionally, it is vital for confirming protection orders, which must be done in a timely manner for officers in the field to act on them.

The City has an existing relationship with the preferred vendor, and this contract would be for professional services to assist with system setup and data migration, plus ongoing costs for licenses, hosting and maintenance services.

The solution will allow the Police Department to:
* Support requirements of Police around long-term document storage
* Integrate with the Spillman dispatch system
* Provide document level security and the ability to restrict user access
* Provide both a Production and non-Production environment for testing prior to moving to Production
* Provide CJIS compliance

IV. PREVIOUS DISCUSSIONS HELD


Date
Action / Committee Presentation
February 25, 2020
Finance, Administration, and Communications Committee of the Whole
May 28, 2019
Clerk's Rep...

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