Commissioners Court Meeting

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Meeting Date:	10/26/2020
Ratification and Change Order No 1 to DA - Toshiba Scan Project
Submitted for:	Nathan Bratton	Submitted By:	Nathan Bratton
Department:	Civil Legal Division

Subject:

Discussion and possible action to ratify a contract with Toshiba in an amount not to exceed Ninety-Two Thousand Dollars ($92,000) for document scanning and approve Change Order Authorization No. 1 for the District Attorney Case File Scanning Project in an amount not to exceed Twenty-Two Thousand Dollars ($22,000) for additional services segregating documents that should not be scanned; authorizing the County Judge to sign all relevant documents and any matters incident thereto. [Account #1001-1130-001-431007-010 (Operational Reserve) in the amount of $92,000 as approved on January 27, 2020 by the Commissioners Court and any additional cost over the $92,000 will be funded from the District Attorney Forfeiture Fund #2161-2260-001-432001]

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:

Original project approval was granted on January 27, 2020.

Fiscal Impact

Budget Account Number:	1001-1130-001-431007
Funding Source:	Op Reserve and DA Fo
Balance:	n/a
Financial Impact:
Account #1001-1130-001-431007-010 (Operational Reserve) in the amount of $92,000 as approved on January 27, 2020 by the Commissioners Court and any additional cost over the $92,000 will be funded from the District Attorney Forfeiture Fund #2161-2260-001-432001

Attachments
Change Order No 1 to DA scan project