Agenda - 05-08-2014 - 6a - Laserfiche WebLink

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10 1 d. Schools Adequate Public Facilities Ordinance (SAPFO) — Receipt and Transmittal of 2 2014 Annual Technical Advisory Committee Report 3 The Board received the 2014 Annual Report of the SAPFO Technical Advisory Committee 4 (SAPFOTAC) and transmitted it to the SAPFO partners for comments before certification in 5 May and authorized the Chair to sign the submittal letter. 6 e. Durham-Chapel Hill-Carrboro Metropolitan Planning Organization Member Agencies 7 Memorandum of Understanding Revisions 8 The Board approved and authorized the Chair to sign a final draft of an updated/revised 9 Memorandum of Understanding (MOU) among the member agencies of the Durham-Chapel 10 Hill-Carrboro Metropolitan Planning Organization (DCHC MPO). 11 f. Commemorative Plaque Proof for Recently Commissioned Facilities 12 The Board was to consider approving a general commemorative plaque proof in order that the 13 commemorative plaques can be manufactured and installed for recently commissioned County 14 facilities. 15 16 7. Agenda 17 a. Enterprise Scanning Project 18 The Board considered implementing an automated solution whereby existing paper 19 records in Emergency Services, Human Resources and Environmental Health would be 20 scanned and indexed, allowing said images to be viewed, stored, and managed electronically 21 and authorizing the Manager to sign. 22 Information Technology staff person Keith Chupna said the purpose of the scanning 23 project is to implement an automated solution whereby existing paper records in Emergency 24 Services, Environmental Health, and Human Resources will be scanned and indexed, allowing 25 the images to be viewed, stored, and managed electronically. 26 He said once the documents are converted the images will be placed in a virtual filing 27 cabinet and will be searchable by up to three different values. He said staff will be able to 28 quickly research record based on addresses, employee number or whatever makes sense for 29 the department. He said, unless otherwise specified, original documents, boxes, and filing 30 cabinets will be removed from the office space and placed into storage space. He said these 31 will be maintained per record retention statutes. He said this is also aligned with the space 32 study recommendations outlined at the March meeting. 33 Keith Chupna said this is a back scanning solution for active and historical records only, 34 and it should not be considered a document management system. He said a similar system 35 was implemented with Child Support Enforcement in 2013 using the same concept and vendor. 36 He said the funds have been budgeted for in the information technologies capital projects, and 37 authorization to expend those funds is being requested this evening. 38 Commissioner Rich asked if the purpose is to scan information that has been lying 39 around for a while in an attempt to get rid of paperwork and put it into useable files by staff. 40 Keith Chupna said yes. He said a vendor will come in to pick up, scan and index the 41 records, and then staff will have access to the electronic version. 42 Commissioner Rich asked if this is just for internal staff, or if the public will be able to 43 look at some of these records as well. 44 Keith Chupna said these will continue to be internal documents, but requests for 45 information will be much easier to provide. He said existing records will simply be digitized and 46 made available to staff. 47 Commissioner Pelissier asked if there were any plans in the future to be part of open 48 source data. 49 Keith Chupna said this does not fall into that.