Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 23-452, approve and authorize execution of the Subscription Services Agreement with P.S. Technologies, Inc dba Legalserver for an electronic case management system
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DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Approved by Ken Klein 10/13/23
PURPOSE: The purpose of this ECAF is to approve and execute the Subscription Services Agreement to provide an Electronic Case Management System for Office of Public Defense.
BACKGROUND: The County's Office of Public Defense (OPD) currently uses two systems to track inmate information, which is not sufficient. SharePoint stores archival inmate information. Access DB tracks Inmate Information, Case Cards, Expert Fees, and Promissory Notes. Each service becomes a different set of records saved on SharePoint. There is no workflow available to link and track items that have the same Case Number, same inmate, etc. This causes users to have to open multiple windows or write down search results to compare to another location. Data is not transferred automatically, making data entry duplicate allowing for errors. The use of these systems has increased but the restriction of total records in SharePoint hinders the full ability to search for cases. Currently the County interviews over 20,000 cases annually that exceeds the view limit in SharePoint. An average of 5 to 10 minutes is spent on each interview, estimated at 111,500 Minutes or 1,858 Hours. This information is recorded on a hardcopy, then manually entered into the current SharePoint system. OPD staff re-enters inmate information into the Promissory Note Access DB separately, that is supported and maintained by the Snohomish County IT Department. The Department of IT averages about 50 hours annually, providing support to the Access DB, updating a Word template and making sure the database will convert to the ProPlus environment. The County published RFP-22-009SB t...
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