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DOCUMENT RECORDS MANAGEMENT

DOCUMENT RECORDS MANAGEMENT. City of Mount Vernon . Does your workspace look like this?. Or this. Storage rooms?. Software Research . Information Services & Development Services Archiving Large number of files and documents Documents from other departments

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DOCUMENT RECORDS MANAGEMENT

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  1. DOCUMENT RECORDSMANAGEMENT City of Mount Vernon

  2. Does your workspace look like this?

  3. Or this

  4. Storage rooms?

  5. Software Research • Information Services & Development Services • Archiving Large number of files and documents • Documents from other departments • Flexibility with document formats • User friendly

  6. Software Systems • Systems that were looked at: • DocStar • Laser Fiche • Alchemy

  7. DocStar • DocStar software was purchased in 2003 • Set on the shelf until October 2005 • IS installed on the computer • Initiated the software

  8. Plan of action • Lead person to be in charge of project • Team members to support • What type of equipment was needed • Scanning equipment • Computer stations • Resources Needed • Preparing files for scanning • Outside resources • Funding • Cost of file preparation • Cost of scanning • No budget line item • Information processed for easy retrieval • What did we want the client to see

  9. Equipment & Hardware • Up graded existing copier • Dedicated computer and scanning station • Up graded all monitors within the Department for viewing the documents • Miscellaneous office supplies • Paper, staple pullers, tape etc…

  10. Resources • File Prep • Staff limited time • Community Service Workers • Chinook Enterprises

  11. Funding • Small grant from Washington State Archives • Future budget line item

  12. Retrieval of Data • How did we want the information processed? • What documents do we need to keep? • What is the client looking for in their search? • User friendly • City wide use of system • Ability in the future to go online

  13. Problems • Find prep work boring and tedious • Miss staples paper clips etc. • Patch pages and separation of documents within a file • Do not discard duplicate material • Adds more time to the uploading • File alignment for scanning • Equipment problems

  14. Solutions • Importance of one person in charge of the project • Provide examples of files • Check files before sending out to outsources • Saves time and costs • Train staff for scanning & entering Data

  15. What we have now • Flood Documents • Permits • Agreements • Meeting Minutes • Ordinances • Resolutions • Variances, DNS, Rezones • Code Enforcement

  16. Where we want to go • Ability for the citizens of Mount Vernon to access information • Ease of information retrieval • Building inspectors to have information in the field • Allow other City Departments access to information they would need in the field • The question was How was this going to happen?

  17. ARMADA • Public Works looking into a GIS System for the City. • Would DocStar allow integration of all the systems within the City for this to happen?

  18. Armada • Research on DocStar lead to ARMADA • County of Chester, West Chester, PA • ImageNet, ESRI and DocStar

  19. COST • Equipment & software • DocStar Software • Armada, ArcIMS, Server, Computer and Scanner, upgrade existing copier to scan documents • Maintenance agreements • Approximately $55,000

  20. Preparation and Scanning costs • Labor & time • Outside sources-US Archive • Misc costs • Approximately $40,000

  21. What is in place now • DocStar Webviewer • Armada Portal • Example of systems • http://mvds/dswv • www.property.mountvernonwa.org

  22. Benefits • Staff uses the Document management system to access all files that are uploaded on the system-time and cost savings • Ability to e-mail from the system • Make copies • Field people can utilize all the information in the system from laptops • Ease of use for the first time user • All parcel information is available • DocStar as a research tool • Searches several data bases at once • Provide greater customer service

  23. Summary • Select the system that works for your needs and requirements • Choose a lead person-Very important • Determine how documents are to be managed and retrieved • Determine how you will scan the documents • Training • Costs • Extra Licenses • Yearly maintenance

  24. Future • Enhance our GIS system • Speed of graphics • Add our new aerial flyover view • Develop our Non-parcel landuse data base • Roads, sewer, water, critical areas, floodplain, firehydrant locations, zoning, comprehensive plan, future development, city projects etc…

  25. Future-Less stress

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