Orange County NC Website
Browse       Search
Commissioner Rich asked if this is just for internal staff, or if the public will be able to <br /> look at some of these records as well. <br /> Keith Chupna said these will continue to be internal documents, but requests for <br /> information will be much easier to provide. He said existing records will simply be digitized and <br /> made available to staff. <br /> Commissioner Pelissier asked if there were any plans in the future to be part of open <br /> source data. <br /> Keith Chupna said this does not fall into that. <br /> Commissioner Pelissier noted that part of the purpose of this is to free up more office <br /> space, and she would like to know how much square footage is being saved, as well as the <br /> value of the building space and utilities being saved. <br /> Commissioner Price asked if all of this would be done under HIPPA guidelines. <br /> Keith Chupna said yes. <br /> Commissioner Price asked for clarification on the timeline. <br /> Keith Chupna said each department will take about 7-8 weeks to finish their project and <br /> fully deploy. He said the contract is set for a two year period. <br /> Commissioner Price asked what takes the two years. <br /> Keith Chupna said the two years is to provide for any additional needs once the original <br /> project is complete. <br /> Commissioner Price asked if payment is done once the work is completed. She asked <br /> if this is how this is usually done. <br /> John Roberts said all contracts are paid upon submission of invoices by vendors. <br /> Commissioner Price asked if this funding be paid out in the first year, or if it will be <br /> spread out over the two years. <br /> John Roberts said he cannot answer this directly. He said whatever the invoice <br /> amounts reach within a year is what will be paid. <br /> Commissioner Price clarified that most of the work will be done in the first six months, <br /> and this will be followed by monitoring. <br /> Commissioner McKee said he was under the assumption that some paper copies need <br /> to be kept permanently. <br /> Michael Talbert said a number of paper copies will have to be kept, but these will be <br /> moved to a less expensive offsite storage site, and the digitized copy will be available. <br /> Commissioner Gordon said she would like to know the total square feet of storage <br /> space in existence right now. She questioned whether there is a department that needs more <br /> storage space. She said this would help illustrate how the reduction fits into the big picture. <br /> Commissioner Dorosin asked for clarification on the timeline for this. He said the <br /> abstract says 6 months, and the contract refers to section 3, which refers to a timeline in the <br /> proposal. He said the Board did not have this proposal. <br /> John Roberts said the proposal is not in their packets because it is proprietary <br /> information, and disclosure is prohibited by statute. He said he could possibly provide a <br /> summary of the proposal. He said there are follow up steps by the vendor after the completion <br /> in each department. <br /> Commissioner Dorosin said he would like to see the proposal's summarization. <br /> Commissioner Price said the effective date listed for the agreement was last week. <br /> She asked if this will be adjusted or signed retroactively. <br /> John Roberts said no work has been done or will be done until this is approved by the <br /> Board of County Commissioners. He said that date can be adjusted. <br /> Commissioner Gordon summarized that time is of the essence; the contract will take 2 <br /> months per department, or approximately 6 months total for the 3 different departments; and <br />