To: Board of Directors
From: David O. Livingston, Sheriff-Coroner
Report Title: Caltronics Business Systems - Square9 Global Search
?Recommendation of the County Administrator ? Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Sheriff-Coroner, a purchase order with Caltronics Business Systems in an amount not to exceed $40,000, and ACCEPT an End User License Agreement for the use of Square9 Global Search software for the digitization, storage, and management of documents for the Office of the Sheriff, for the period May 1, 2025 through April 30, 2028.
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FISCAL IMPACT:
Approval of this request will result in up to$40,000 in contractual expenditures over a 3-year period and will be funded 100% by the General Fund.
BACKGROUND:
GlobalSearch is an enterprise content management (ECM) software platform that the Sheriff's Office uses to digitize, store, and manage documents, including fiscal documentation, police reports, and subpoenas, to improve efficiency and collaboration. It offers features such as powerful search and retrieval, document capture and classification using OCR, workflow automation, and security controls, as an on-premise solution. The software is used to manage various processes by turning paper and digital files into accessible, searchable information.
The ongoing maintenance and support ensure that we have the most up-to-date version installed, which protects us against security vulnerabilities and provides new features as they are made available. It also allows us to contact the vendor for support, which minimizes downtime should issues with the software arise.
The End User License Agreement includes a limitation of liability and indemnification from the County to Caltronics Business Systems.
CONSEQUENCE OF NEGATIVE ACTION:
If the Board does not approve, the Sheriff's Office will not be able to access critical updates, which would make the Department sus...
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