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STAFF REPORT
Police Department
DATE: June 19, 2012
TO: Honorable Mayor and Members of the City Council
FROM: Robert T. Guthrie, Chief of Police
By: Audree Luevano, Acting Reco anager
Nancy Chik, Senior Management Anal.
SUBJECT: POLICEREPORTS.US—POLICE DEPARTMENT ONLINE REPORT
DISTRIBUTION
Recommendation: Authorize the City Manager to enter into a three-
year agreement with PoliceReports.US to provide online access for
the distribution of certain police reports to authorized involved
parties
SUMMARY
It is recommended that the City Council authorize the City Manager to enter into a
three-year agreement with PoliceReports.US to provide online access to citizens and
other authorized individuals for the purpose of retrieving copies of police reports.
PoliceReports.US will enable the Department to distribute traffic accident reports, traffic
accident scene photos, and incident reports securely online for a nominal fee to the end
user.
PoliceReports.US charges a $4.00 convenience fee for all reports retrieved. In addition,
they will collect the standard fees currently charged by the Department--$25.00 for a
traffic accident report and $15.00 for copies of accident scene photographs.
PoliceReports.US will retain the convenience fee collected but will provide the City with
100% of the standard fees collected each month. There are no direct costs involved for
the City or Department for the use of the service provided by PoliceReports.US.
DISCUSSION
Each year the Records Bureau of the Police Department processes approximately
2,300 requests for copies of traffic accident reports. The majority of the requests are
received via mail and are primarily from insurance companies. If a traffic accident
report or accident scene photos are requested in person or by mail, then Records
personnel will make the necessary copies and charge the requesting party $25.00 for
the reports and $15.00 for photos.
Police Reports.US
siun; 19, 2012
Page 2 of 2
PoliceReports.US offers the public and businesses a convenient and timely way of
obtaining copies of releasable police reports and photos. In addition, it will provide the
Department with a resource to help reduce operating costs associated with producing
copies of reports and the ability to use Records personnel on other tasks. The Police
Department will establish the requirements for the public to purchase and retain reports,
and control what reports are placed online for retrieval. Records personnel can easily
upload reports directly to the PoliceReports.US website utilizing the Department's
Laserfiche optical imaging system during the initial processing of the report. The
Department will also be able to utilize the PoliceReports.US system to track what
reports have been purchased and/or retrieved, and by whom.
Throughout the State and across the country, more and more law enforcement
agencies are using similar programs to provide police reports online. Currently,
PoliceReports.US has over 500 agencies in 27 states utilizing their program, with 32 of
those agencies located in California. Baldwin Park Police Department and West Covina
Police Department are two Southern California agencies currently using this program.
Both agencies spoke favorably of the PoliceReports.US program, its infrastructure, and
customer support. Each agency reported a dramatic reduction in the amount of time
their Records personnel spends processing requests for copies of reports.
VeriPicReports.com is another company that provides a service similar to
PoliceReports.US. However, VeriPicReports.com charges a higher convenience fee of
$7.00 and only provides services to two police agencies in California: Seaside and La
Verne. Furthermore, La Verne Police Department reported dissatisfaction with
VeriPicReports.com and would not recommend their service.
FISCAL IMPACT
No impact to the General Fund. Each report will cost the requesting party an additional
$4.00 for the convenience of accessing the service online.
RECOMMENDATION
It is recommended that the City Council authorize the City Manager to enter into a
three-year agreement with PoliceReports.US to provide online access for the
distribution of certain police reports to authorized involved parties.
Approved:
Dominic Lazzare o
City Manager