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14 STAFF REPORT DATE: October 29, 2010 TO: Mike Morrison, City Manager FROM: John Ohl, Chief of Police SUBJECT: Records Management System As you know, we have been experiencing a multitude of issues with our current records management system (ENFORS). The software provider is simply not very responsive to our problems, and several of our significant issues are unresolved as of this writing. ENFORS has recently notified us that they will not support Windows 7, effectively representing the end of life for our current system. In my tenure, we have had this happen one other time with another records management system called LEADRS. 15 years ago, LEADRS refused to support the new state DATAMAXX system and forced our move to ENFORS. We now face the same issue. Records management is pivotal to our operation, as there are many state and federal records requirements. A viable records management system is simply mission critical, and we are at the critical stage due to this most recent revelation. Recently, Roseville Police Department purchased an entire records management system from a company called LETG. This purchase was made to include the infrastructure needed to support records management for agencies that are technologically connected to Roseville. I recently met with LETG representatives and received a bid of over $90,000 for a new stand alone records management system, which included a computer aided dispatch field reporting component By collaborating with Roseville PD, using resources and technology that are currently in place, this cost was cut to $57,000. Over the last several years, due to the problems we have been experiencing with ENFORS, I have been very careful using the funds from the forfeiture account. As you know, per state statute, funds in this account can only be used for specific costs, but I believe that a records management system falls within the criteria. Ihave also identified grant resources in Ramsey County to assist us with this project, and I am currently looking into Hennepin County for the same. I have already secured a $5,800 grant from Safe and Sober. There are timelines to be met due to grant availability, installation/training schedules, and the discounts I negotiated with LETG. I would like to move forward with this project starting December, 1, 2010. I have discussed this financial proposal and schedule with Finance Director Roger Larson, and he concurs.