TO: Members of the City Council
FROM: Mayor Angela Birney
DEPARTMENT DIRECTOR CONTACT(S):
Police
Chief Darrell Lowe
425-556-2529
DEPARTMENT STAFF:
Police
Cori Baker
Police Support Services Supervisor
TITLE:
title
Approval of a 2022-2023 Washington State Archives Local Records Grant Award in the Amount of $40,132
OVERVIEW STATEMENT:
recommendation
The Redmond Police Department (RPD) has approximately 311 reels of 16mm microfilm dating from 1977- 2000, which is becoming brittle as it ages, with 2 reels having torn in the past year. Conversion will secure the data, make it searchable, and allow us to purge eligible records. The Washington State Archives has awarded the RPD a $40,132 grant to cover the cost of conversion.
body
? Additional Background Information/Description of Proposal Attached
REQUESTED ACTION:
? Receive Information ? Provide Direction ? Approve
REQUEST RATIONALE:
* Relevant Plans/Policies:
Redmond Police Department Policy 804, WA State Archives Law Enforcement Records Retention Schedule 8.1 - 8.3, WASPC Accreditation Standard 5.6
* Required:
Council approval is required to receive a grant.
* Council Request:
N/A
* Other Key Facts:
Existing microfilm is becoming brittle as it ages, and 2 reels have torn within the past year which makes them unsearchable.
OUTCOMES:
The Redmond Police Department (RPD) received 38 Public Records Requests during the past year for which responsive records were located on microfilm reels. There were 1,094 separate pages on microfilm that were
printed and then scanned in order to fulfill the Public Records Requests. The Department also received 6 vacate and/or juvenile seal notices which required research on microfilm.
Two reels of microfilm have torn in the microfilm viewer machine in the past year. At this time, we are unable to view records on those 2 reels. The Department is currently unable to manage or destroy records on microfilm, as there are approximately 3000 images (pages) per reel, an...
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