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Meeting Date:	01/27/2020
Criminal Case Files
Submitted for:	Isidro Alaniz	Submitted By:	David Sanchez
Department:	District Attorney

Subject:

Discussion and possible action to allocate funding for contractual services needed to digitized criminal case files for the District Attorney’s Office at an amount not to exceed Ninety-Two Thousand Dollars ($92,000); and authorizing the County Judge to sign all relevant documents and any other matters incident thereto. [Account #1001-1130-001-431007-010 (Operational Reserve)]

Issue: The District Attorney’s Office currently has an estimated 45,000 criminal case files in physical format that are kept in a rolling filing cabinet occupying 264 square feet of space. Maintaining these files in its current format fails to utilize the District Attorney’s case management software and it restricts the use of this area for much-needed office space.

Solution: Digitized the criminal case files

Result: Better utilization of the case management software by having the files in a more suitable control environment. It also provides for an opportunity to convert the area into office space.

Background:

The District Attorney has an estimated 45,000 case files in paper format. These files are in a rolling cabinet that occupy 264 square feet of space. Maintaining these files in its current format and location creates an opportunity to have the files misplace or worse. Digitizing the files will place them in a more suitable control environment within the case management software. It will also provide for an opportunity to convert the area into much-need office space.

Previous Court Action:

N/A

Fiscal Impact

Budget Account Number:	1001
Funding Source:	1130
Balance:	NA
Financial Impact:
There is not additional impact to the General Fund. The cost for the contractual services can be absorbed from payroll savings generated out of the District Attorney's budget. Payroll savings from October 1, 2029 to December 5, 2019 is estimated at $92,863.

Attachments
Toshiba Agreement