My notes: Set up link during presentation to: Hudson Website Imagetek – Radix In house servicer storage of accounting docs retention in house for audits – screen shots in word file Hudson technology contract document – add file when sending to Cindy

Electronic Processes directly to Record Retention Colleen Damon Retired City Clerk - July 2014 Acting City Clerk – April to September 2015 Deputy Clerk – September 2015 to current Hudson, Iowa July 2016

Damon Salvatore, Actor Damon restaurant chain

Actor Matt Damon

Colleen Damon 48 years of history – From a convent to city clerk Four years City of Waterloo Recreation and Arts Center – Bookkeeper, seamstress, sculling, various duties for the Center 25.5 years in mortgage banking – 20 years as Coordinator of Investor Services in Waterloo – 5.5 years as Director of Loan Administration in Washington, DC 7.5 years for City of Hudson – Certified Municipal City Clerk 2012

The importance of documentation as explained by Roxanne this morning… Taking great minutes-history records Writing clear and informative ordinances-rules Using resolutions – For various functions Appointments to committees, boards, staff Expenditures, capital projects, etc. Tracking an activity for historical record Legal aspects of Documentation Retention and Storage Public Access Open Records

Did you know that…? Every 15 cases of paper destroys one pine tree How many trees did your office cut down to have a paper copy only to destroy or hold forever?

Do you …? Do most everything on paper because – “That’s the way we have always done it” – “If it ain’t broke – don’t fix it” – “Our budget covers paper, ink, staff time” – “I know which pile it is in” Resist needed change – “I don’t have time to plan this out” – “City, citizens, others are not ready for Automation” – “Most people don’t have a computer”

STORAGE IS THIS YOUR HISTORY OF DOCUMENTS? WHEN A CUSTOMER NEEDS INFORMATION FROM HOW LONG WILL IT BE BEFORE YOU CAN LOCATE IT? WHAT IS YOUR CURRENT TURN AROUND RULE PER REQUEST?

Computers – Personal Devices various sizes – various uses Which works best?

The quantity, sophistication and usefulness of mobile and Web e-government apps and access have increased at the local level, and local governments have doubled down on their commitments to digital government initiatives with the purpose of reducing service costs and increasing citizen engagement and satisfaction. (from Government Technology White Paper Resources) “Connect Every Acre” Iowa Governor Branstad moved closer to expanding broadband connectivity in Rural Iowa as the House of Representative’s passed the concept by a 90-5 vote on April 21, This is to encourage broadband in rural and small town Iowa with tax incentives. 8/27/ the Iowa website reflects over $50 million for Connect America Funding for 4 Internet providers.

Do you…? Take advantage of available technology that – Contributes to essential administrative goals of *Responsibility*Efficiency *Responsiveness*Effectiveness *Accountability Work smarter – not harder

WHO Do you …? Electronically communicate with: – Mayor – Council members – Administrators – Department heads – Attorneys – Other employees – Citizen committees – Clerks – League of Cities Staff BE AWARE: OPEN MEETINGS LAW – TWO WAY COMMUNICATION MAYOR/COUNCIL COMMUNICATIONS: IS IT A QUORUM MEETING?

Do you …? Electronically record, video or broadcast – Council meetings Public hearings – Committee meetings – Other open meetings Provide documentation that is – Reliable – Believable – Credible

Minimize printing by… Invest in technology – Smart choices to link City Hall to citizens Tablets – Laptops Smartphones - Ipads – limited capacity for extensive documents System of Choice IT Resources Retention Vendors – Think about what your community wants Issue internal contracts and/or specific user guidelines – Monitor use – Content of documents – what can be shared Personal information, non-city business, citizen records – Security and access to others (employees vs family-friends) – Warning implications of non work use SET RULES: for OFFICE and or HOME USE –TECHNOLOGY CONTRACT

WHY use electronic delivery? To deliver information to – Mayor – Council Committees – Boards and commissions – Constituents – Newspaper and TV – Worldwide Web Same format - Same time – Same Information

Did you know…? Electronic communication provides the exact same information to: – Citizens Encourages understanding and input – Media Meeting agendas Significant results of major events Minutes of all meetings Changes in policy or ordinances – Website For the world to see what is happening in your City

Utilization examples Distributing information electronically – Agendas for all meetings – Minutes from all meetings – Scheduling for next meeting – Reports regarding finance status – Opportunities to participate or be involved – Problems to be addressed and squelch rumors Scan and convert to a PDF file before sending for security of the document and retention storage

PDF, OCR, ICR Cities can plan to reduce paper simultaneously and provide Transparency with storage retention initiatives Scanning, copying, saving files in PDF Convert to OCR or ICR WHAT is OCR » Recognition software, referred to as OCR (optical character recognition) or What is ICR » Recognition software, referred to as ICR (intelligent character recognition) Retained on website, cloud, with a retention vendor – Permanently Limit access to certain documents such as – Litigation issues not closed – Closed Session discussions – Health of staff records (Personnel file) Alteration protection – secure documents – Prevent or delay hacking, manipulation for improper usage Specific software available – Password protection Limits – potential problems Management

Innovative state and local governments are modernizing their operations to accelerate business growth while simplifying revenue collection. Read this paper to find out how governments are utilizing digital platforms to streamline daily functions and improve bottom line results. How State and Local Governments Can Create a Business Friendly Environment

Who Cares About Open Data – Transparency in Government A vocal minority of government and civic activists say open data is the future, but the public is largely unconcerned There’s a mismatch between the small community of open data enthusiasts and the general public – Cover government activity more thoroughly (56% agree) – Making government more accountable (53% agree) – Improving quality of government service (49% agree) – Citizens influence government affairs (48% agree) – Creating better decisions by officials (45% agree) Above Data from Government Technology- J. Horrigan, Researcher

The Public’s confidence in open data correlates with a general trust or mistrust in government Categories of Survey Respondents o “Ardent Optimists” all-in with open data. They believe in the power of open data to make positive change (17%) o “Committed Cynics” a low level of trust in government, steady users of online services, expectations of open data having positive impacts in the future are low (20%) o “ Buoyant Bystanders” the idea of data improving government operations, but are unlikely to use such tools, they’re most trusting of government, but it doesn’t matter as they aren’t using online government services (27%) o “Dormant Doubters” largest group and they don’t use the Internet to get information, low level of trust in government, don’t believe in open data programs to improve services or increase government accountability (36%) Above Data from Government Technology

Do you …? Practice comprehensive secure permanent records retention (example-Clerk’s Manual) – Personnel records – Other reports and documents – Written and communications – On site search Readily available and organized for easy finding – Off-site storage for “back up” Disasters and losses happen

DIGITAL DOCUMENT MANAGEMENT  Reduces lost and misfiled documents  Provides faster search and retrieval of documents  Better organizes existing documents  Improves general work processes and organizational efficiency  Reduces the amount of physical space used to store documents (cabinets, boxes, and shelving)  Improves safety of information because the information is backed up in more than one location  Allows different levels of security to be placed on sensitive information and to give staff different authorities  Allows web/mobile access to documents for staff, elected officials, and the public as determined need From the City of Fairfax

FIND STORAGE Many vendors offer record retention – the following have been at the clerks conference – Laserfiche – Imagetek (Radix) – Paper Free Technology Check out all vendors, the website below and talk with other Clerks for advice and opportunities to see the product in action. It is an important decision! –

PLAN FOR COSTS TO FIND SAVINGS Equipment for: Council, Committee, Staff, Fire Department, Public Works, etc.  tablets, laptops, I-Pads  Server size  wireless connections, data plans  keyboards, monitors  apps – pdf readers; OCR; ICR; Adobe Writeable; CutePDF software  Council Room TV; video camera  Live taping of meetings over a local government channel  Record Retention Vendor  Staff time, training, procedures, commitment

POTENTIAL SAVINGS Websites - for more ideas from other clerks/cities/planning initiatives  GovOffice web host  Google Drive and Google Documents  Web Host search for best for your City Water and Public Works Departments: consider a GIS system to map water lines, sewer storm water, trees, streets, addresses, lot lines – work order tracking – work to one joint shared system

PLAN, PLAN, PLAN INCORPORATE THE ULTIMATE GOAL OF RETENTION AND TRANSPARENCY *SEEK TECHNOLOGY EXPERTS WITH HANDS-ON KNOWLEDGE *FIND TRAINING OPPORTUNITIES RECOMMENDATIONS: 1.Develop a strategic roadmap – how the data is to be used, stored. Break down in steps equal to fiscal budget management of costs, RFP vendors 2.Complete an accurate inventory – equipment you have, age, is it appropriate for the task, documents to store: accuracy, currency, history and historical retention (If I don’t store it – where will I find it?) 3.What specific of the data to use? Why, and what do I have to do in order to not print, how can I find the document once in system (OCR)? 4.Find Logical Business Relationships – Daily Operations System, Retention System, Various software's and server Systems, Hold in a virtual environment or a physical environment (storing documents for short period), Destruction Plan 5.Understand the data – will it be combined with external vendor or constituent date for insight or foresight purposes 6.Rationalize data privacy and security requirements, review CITY, STATE AND FEDERAL CODES DOCUMENT, DOCUMENT, DOCUMENT!

Electronic reporting is required by State of Iowa – 28E Agreements with various entities Iowa Department of Management – Annual Financial Reporting (AFR) – Budget amendments – Budget filing Iowa Department of Transportation (IDOT) – Street Finance Report Iowa Department of Revenue – Department Accounting Services (DAS) Validation of revenue from the State Alcohol and Beverage Division (ABD) – Liquor license requests and approvals Police Department reporting (legal system)

NEED FOR ELECTRONIC SHARING Informed Citizens of your Community Informed Cities, Government Entities, City Departments Informed Vendors Who else needs to be informed based on what your city is talking about or doing in the community? AVOID: RUMORS – GOSSIP – FALSE FACTS

Always keep in mind that –  should not change, circumvent or violate rules, laws, and regulations  is more efficient, responsive, effective and accountable Using technology

Remember – RED ALERT Do not send out any information from closed sessions or post to open file storage folders Posting non-confidential electronic information exclusively for the public – Does not replace posting rules City Hall Library Other authorized public locations Print media

Any questions? Colleen Damon Thank you so much!

Recommended resources Chapter 16 of Iowa Code Section 621 – “Electronic Document Management System” Iowa League of Cities ( – The Ultimate Guide to Records Management International City Management Association (ICMA) Iowa Municipal Finance Officers Association (IMFOA) – CLERKNET – Vendors International Institute of Municipal Clerks (IIMC) Governing.com Government Technology (govtech.com) Citizen Volunteers with expertise in Technology Services College faculty and interns – Public Administration, Communications and related degrees Experienced former administrators