Reso 2010-1580 - Laserfiche WebLink

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ATTACHMENT A PROGRAM NARRATIVE Jurisdiction Name: City of Sunny Isles Beach Contact Person: Capt. Michael A. Grandinetti Address: 18070 Collins Avenue Sunny Isles Beach, Florida 33160 Contact Numbers: 0 (305) 792-1857 F (305) 792-1653 Program Area: Records Improvement Program Dates: 10/01/10 through 09/30/11 Program Name: Records Improvement Target Population: City residents Problem Identification The Sunny Isles Beach Police Department has made improvements to many aspects of the records department in recent years. An example would be the purchase and implementation of software that allows this agency to create, approve, and house police reports electronically. The only shortcoming cited with the new software is its inability to complete required supplemental forms electronically (Le. tow sheets, domestic violence supplements, property receipts etc.) which will ultimately be attached to the original report. The desired results the police department hopes to achieve in utilizing this year's JAG funds are to electronically submit handwritten forms to case files. The advantage to submitting handwritten reports electronically is the case record will be complete including all supplemental forms pertaining to the case. This would allow other users of the system (police personnel) to retrieve these documents rather quickly and in lieu of visiting the records department. This would give personnel a unique advantage that will undoubtedly improve our existing method of retrieval. Proqram Description In order to address the software's shortcomings the Sunny Isles Beach Police Department will utilize this year's JAG funds to purchase two (2) document scanners. These scanners will allow records personnel to scan supplemental documents and attach these files to the electronic record for the case. Not only will the scanners be beneficial to the records department but one will also be housed in the detective bureau, as well as the property room. The additional scanners will help investigators attach important documents to their case file. In addition the property clerk will have also have the ability to attach property receipts and crime scene reports, among other documents, to the case file. This collaboration will alleviate some of the records clerk responsibilities and help to facilitate a complete electronic case file package, easily accessible to all authorized personnel.