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Date
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December 17, 2007
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Agenda
Item No. 35B Roll
Call No. 07- Communication No. 07-726 Submitted by: Judy A. Bradshaw, Chief of Police |
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AGENDA
HEADING:
Approval of equipment
and software replacement for Keyfile at the Police Department
SYNOPSIS:
Recommend
approval of a new application system called Indicum to replace the Keyfile
equipment and software in the Police Department at a cost of $45,617. This amount also covers an annual maintenance
agreement.
FISCAL
IMPACT:
Amount: $45,617
Funding
Source: 2007 Justice Assistance Grant. US Department
of Justice Programs 2007-2008 Operating Budget Page 288 Special Revenue Funds
SP751, POL 984110
ADDITIONAL
INFORMATION:
The Police
Department purchased a document management system called Keyfile approximately
thirteen years ago. This system was licensed with New Image Technologies in
Unfortunately, the
Keyfile document management system is out of production, no longer sold, data
is stored in a proprietary format, and the storage device is nearing
capacity. The storage device is a HP DVD
writer that holds 16 specialized discs. When the platters or discs are filled there is
no physical storage upgrade available.
In 1994, it was thought that the storage capacity limitation could never
be reached. The reality is storage space
capacities will be reached and no capability to accommodate the extra storage
will be available.
The
Administrative Services Bureau of the Police Department believes replacing the department’s
Keyfile system is a top priority. The originating vendor, New Image
Technologies (NIT), has written and licenses a software package that provides a
data migration for our archived data (13 years of case documents); and an
interface that will maintain the document management role in our existing
system environment. NIT wrote and
implemented at the police department the original Keyfile system.
The proposed
environment will bring us to industry standard technology and get us out of any
proprietary data formats for future data decisions. NIT is acutely aware of our business practice
requirements and associated security.
NIT can provide this data migration because this company is the only
The system
proposed by New Image Technologies consists of a MS Windows based server
running MS SQL Server 2005. This
database platform is the standard being adopted by the City IT Department. The server will be located at the police
department. The server is connected to
the City network on the same VLAN as the records management system for security
purposes. Access is gained through
unique user security codes. The specialized interface will be installed so that
the document management system can communicate 24 x 7 with records management.
Staff knows of
no other vendor in our region that can support Keyfile. Likewise, no other Midwestern vendor offers
this migration package. Obviously, it is
crucial that police department personnel, Polk County Attorney’s Office, and
the City Legal Department be able to review case documents in a timely manner.
This archived document system is vital to our case management process. Timely, accurate data is very important to
our operation.
This situation
falls under the Purchasing Ordinance Section 2-726 (a) (7) concerning “the
procurement of goods or services that are of such a nature that they are the
only goods and/or services which will fit and comply with the required use, or
are an integral part of a total system so as to be uniquely compatible with
existing City needs, materials or equipment to be cost effective, and the city
Manager so finds and declares in writing.”
PREVIOUS
COUNCIL ACTION(S): NONE
BOARD/COMMISSION
ACTION(S): NONE
ANTICIPATED
ACTIONS AND FUTURE COMMITMENTS: NONE