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DENR Imaging Initiative

DENR Imaging Initiative. Department of Environment and Natural Resources Water Rights Program. Media used in DENR. Paper files Microfilm Microfiche 35 mm slides. Goal:. Convert this media to a digital format. Reasons: Desktop PC access to files by staff

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DENR Imaging Initiative

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  1. DENR Imaging Initiative Department of Environment and Natural Resources Water Rights Program

  2. Media used in DENR • Paper files • Microfilm • Microfiche • 35 mm slides

  3. Goal: Convert this media to a digital format Reasons: • Desktop PC access to files by staff • Reduce paper file storage space • Web access for general public Not an electronic document processing project

  4. First Steps • Assuming you have department support and cash to spend, do you: • Contract with a third party for service (scanning/indexing/data retrieval); • Do the scanning/indexing/data retrieval in-house; or • Use some combination of the above

  5. In-house or Service Bureau? In-house Expenses: • Scanners & other hardware/software expense to handle paper, microfilm, microfiche, etc. • Labor time/expense • Existing staff or new staff • Other options (e.g. inmates) Service Bureau Expenses: • (e.g. $0.05 to $0.18/image and $0.04/index – cost about $12,000 to do 72,000 Location Notices) Other Considerations: • Backlog volume – how long will it take? • Document importance – can they leave the office?

  6. DENR’s Decision • Keep in-house all imaging activities requiring on-going scanning (e.g. paper) • Keep in-house any imaging activities involving irreplaceable files • Outsource the scanning/indexing of files for which paper documents no longer existed (e.g. microfilm reels) A key factor in deciding to do the work in-house was the availability of inmate labor.

  7. Labor • Hiring additional staff was not an option • Dropped from 21 to 17 employees • Existing staff couldn’t do the backlog scanning in a timely manner • Inmate labor from SD women’s prison

  8. Inmate Labor • Expense of inmate labor is currently $0.50/hour – increased from $0.25/hour • Began using inmate labor in August 2000 • Since then I have had 27 different inmates working on various projects • Prep work for scanning • Scanning/Indexing • Database additions/edits

  9. Inmate Selection • Inmates available for work are trustees • typically not violent offenders • Prison requires staff to attend an orientation on working with inmates • Remember the “con” in “convict” when dealing with inmates • Inmate selection is made by the prison staff based on the job requirements • As Forrest Gump’s momma always said, "Life was like a box of chocolates. You never know what you're gonna get."

  10. Inmate Labor - Pros/Cons Pros • Work was completed that no one else had the time (or at least the desire) to do • Majority of the inmates did a fair to good job and some were excellent Cons • A few inmates were more trouble than they were worth; usually they didn’t last long • Training was an on-going activity; average inmate stay was just over 2 months • More oversight/quality control is necessary

  11. Paper Scanning Equipment • Kodak 3590C Duplex Scanner (Ledger size) • Up to 85 pages per minute • Purchased August 2000 • Approx. cost for scanner/software -- $27,000

  12. Paper Scanning Equipment • Panasonic KV-S3065CW Scanner – Ledger/elog capable • Up to 65 pages per minute • Purchased June 2005 • Approx. cost for scanner/software -- $4,650

  13. Oversize Map Scanner • Contex Crystal TX 40 – documents up to 40 inches wide • Black & White/Color • Approx. cost for scanner/software -- $13,000

  14. Microfiche/Microfilm Scanner • Kodak 2400DSV scanner • Use for limited or targeted scanning needs • Not suitable for mass conversion • Approx. cost for scanner/capture software -- $16,500

  15. Microfiche Scanner Wicks & Wilson 5100 Scanstation • 200 to 400 dpi • Up to 75 frames per minute • Cost $45,000 turnkey

  16. 35 MM Film/Slide Scanner Nikon LS 2000 • Batch scan up to 50 slides at a time • Approx cost -- $1,800

  17. Dual 17 inch monitor workstation used to display images for adding/editing database records

  18. IT Survey • Does your state have a centralized Information Technology organization? If yes, please continue.. • Does your IT organization set standards for hardware/software? • Are exceptions allowed for nonstandard items? • Who does your database/web development? Your IT agency? Consultants? Your staff? • If IT does your development, is it done by a staff member stationed within your agency? • If done by in-house staff, can you hire technical staff (e.g. programmers) or does staff with other job duties do the development? • Any other comments or helpful insights? • The state you represent?

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