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The Board will consider approving budget and grant project ordinance amendments for fiscal <br /> year 2013-14 for Housing, Human Rights and Community Development; Department on Aging; <br /> Health Department; and Animal Services. <br /> c. Local Bill to Amend the Method of Appointing Members of the Durham Technical <br /> Community College Board of Trustees <br /> The Board approved the submitting of a local bill amending the language in North Carolina <br /> General Statute (NCGS) 115D-12(a) and authorized the County Attorney to submit. <br /> d. Schools Adequate Public Facilities Ordinance (SAPFO) — Receipt and Transmittal of <br /> 2014 Annual Technical Advisory Committee Report <br /> The Board received the 2014 Annual Report of the SAPFO Technical Advisory Committee <br /> (SAPFOTAC) and transmitted it to the SAPFO partners for comments before certification in <br /> May and authorized the Chair to sign the submittal letter. <br /> e. Durham-Chapel Hill-Carrboro Metropolitan Planning Organization Member Agencies <br /> Memorandum of Understanding Revisions <br /> The Board approved and authorized the Chair to sign a final draft of an updated/revised <br /> Memorandum of Understanding (MOU) among the member agencies of the Durham-Chapel <br /> Hill-Carrboro Metropolitan Planning Organization (DCHC MPO). <br /> f. Commemorative Plaque Proof for Recently Commissioned Facilities <br /> The Board was to consider approving a general commemorative plaque proof in order that the <br /> commemorative plaques can be manufactured and installed for recently commissioned County <br /> facilities. <br /> 7. Agenda <br /> a. Enterprise Scanning Project <br /> The Board considered implementing an automated solution whereby existing paper <br /> records in Emergency Services, Human Resources and Environmental Health would be <br /> scanned and indexed, allowing said images to be viewed, stored, and managed electronically <br /> and authorizing the Manager to sign. <br /> Information Technology staff person Keith Chupna said the purpose of the scanning <br /> project is to implement an automated solution whereby existing paper records in Emergency <br /> Services, Environmental Health, and Human Resources will be scanned and indexed, allowing <br /> the images to be viewed, stored, and managed electronically. <br /> He said once the documents are converted the images will be placed in a virtual filing <br /> cabinet and will be searchable by up to three different values. He said staff will be able to <br /> quickly research record based on addresses, employee number or whatever makes sense for <br /> the department. He said, unless otherwise specified, original documents, boxes, and filing <br /> cabinets will be removed from the office space and placed into storage space. He said these <br /> will be maintained per record retention statutes. He said this is also aligned with the space <br /> study recommendations outlined at the March meeting. <br /> Keith Chupna said this is a back scanning solution for active and historical records only, <br /> and it should not be considered a document management system. He said a similar system <br /> was implemented with Child Support Enforcement in 2013 using the same concept and <br /> vendor. He said the funds have been budgeted for in the information technologies capital <br /> projects, and authorization to expend those funds is being requested this evening. <br /> Commissioner Rich asked if the purpose is to scan information that has been lying <br /> around for a while in an attempt to get rid of paperwork and put it into useable files by staff. <br /> Keith Chupna said yes. He said a vendor will come in to pick up, scan and index the <br /> records, and then staff will have access to the electronic version. <br />