7.3. SR 03-15-2010 - Laserfiche WebLink

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The Shexifps ~ff~ce provides records management software and mobile integration fox the Becker and Big fake Police Departna.ents, with each agency sharing part of the costs and annual maintenance for this shared system. we have been speaking for some time with the Sheriff about system integration and interopexability with our system here. with 1'oslt~o~, that would not have tal~en place, The Sheriff reassured me in this new process, that he would not choose a system, that did not afford complete integration between oux two departments. I have checked into the integration piece with L,~'T~ and this is what l have found. LEG can provide a linl~ between d~~ol'hoetrlx ~.A.I) and our mobile computers so that calls arrive on oux computer screens when they a~.•e given out, That does not happen now, The next piece is more difficult, having the mobile computer linl~ the newly received call back to oux records management system and start an incident within by dumping the call data received who called, time they called, location of the call, phone numbers, names and call description} into the incident report. without that last linl~, officers would shill have to manually type in the data fox every call they receive, over 22,000 calls a year something we are doing now}.There is no doubt, getting the call information to a screen initially so officers do not have to drive and write when a call is given out is really a great improvement. Having it link to an actual incident and avoiding the manual entry would save us 1,833 hours of officer's time each year X22,000 call for set~vice times five minutes to manually enter each call}. The Shei`iff recognized this shortcoming, and through negotiations with 1'~tol~hoe~.rx and via approval from the County Board, he has agreed to buy a complete xecotds management system fox each police department in Sherburne County, including all software fox the records side, plus the CAD and mobile operations. There would be no costs fox the City of Ells River on the police side. He will also p~.•ovide the same services fox every fire department in the county. It would include having oux current data in ~E'~"G being converted over to the new RMS system, There is a significant hurdle with data conversion, As of now, there is no cost estimate for conversion and most lil~ely we would absorb that cost, if conversion is expensive, it may very well remove our involvement from this project and leave us urith .LETS. The savings would occux• for us in terms of annual maintenance costs. we currently pay LETG $34,000 a year fox annual maintenance. I'~ol'hoe~zlx would charge us ~ ~ 4,000 a yeat•. LETS has already been paid fox 2010, but starting in 201 ~ we will see a ~.•eduction of X20,000 a year, saving $100,000 over five years herein Elk River. we also gain the ability to have all calls create an incident in our RMS system, saving all the patrol entry hours. More important, this is designed as a shared records system. Through a joint powers agreement, all law enforcement agencies in Sherburne County will be able to see their incident and name data through shared viewing rights. This will save a great deal of time, as currently when performing records checks and criminal investigations, we have to call these local agencies to have them checl~ their files and get back to us. lnteropexable systems like this axe the standard across America. we now have the opportunity to be part of a valuable system, with no cost incurred here to become part of this interoperability.