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<br /> <br />To: Rod Visser, Interim County Manager <br />From: Todd Jones, Chief Information OfFicer <br />Date: 10/20/2006 <br />Re: Scanning Investigation <br />Rod, <br />During the August 31, 2006 Work Session at SHSC, you will recall that the Board <br />asked Information Technologies for an update on investigation of scanning potential <br />within Orange County. Before that work session and since, a scanning working <br />group has been convening to discuss scanning .possibilities in greater depth. That <br />group consists of Donna Baker, Clerk to the County Commissioners; Nancy Coston, <br />Director of the Department of Social Services; Janet Sparks, Director of Child <br />Support Enforcement; Rosie Summers, Health Director; and myself. <br />In our meetings to date, we have researched the following factors for each <br />department: <br />• 'potential scanning benefits, including space savings, retrieval efficiencies, <br />information protection, data analysis, intake efficiency, and information sharing <br />• numbers of document types <br />• estimates on page counts per document type and in total <br />• record retention rules for various document types <br />• projected benefits of automating processes "day forward" versus additionally <br />back scanning legacy paper <br />Members of the scanning group have also engaged in extensive dialog with their <br />counterparts both within the state and outside the state, particularly those <br />organizations that have successfully implemented scanning technology. I have also <br />discussed with Joyce Pearson, our Register of Deeds, and Jo Roberson, Director of <br />Revenue, their use of scanning .within their business processes. Joyce and Jo have <br />shared valuable experience with scanning both historical documents and documents <br />