Committee on Information Technology Planning and Budget Sub-Committee Board of Supervisors Legislative Record Digitization April 27, 2012

Project Business Objectives More efficiently and effectively comply with the Board of Supervisors’ mandate to maintain the City and County’s legislative record Fully digitize the City and County of San Francisco’s legislative record Allow the public to electronically retrieve documents

Project Deliverables Hire records manager Current fiscal year, no additional funding requested Create comprehensive records management strategy For existing paper documents and multiple electronic archival systems Determine naming conventions Scan and index paper documents Store legislative record online for quick and easy web-based access

Project Budget Summary Estimated $400,000 Project Cost $145,000 database and web portal creation 900 – 1,000 hours at $150 per hour $255,000 scanning costs $100,000 to prepare files $100,000 to scan files $50,000 for Quality Control $5,000 for indexing Ongoing costs estimated at less than $5,000 per year if database created instead of software purchased

Cost/Benefit Analysis Reduce current estimated staff records retrieval annual expense of $170,000 Approximately 1.8 FTE retrieve documents for the public (~40% of four 1426s’ time and ~20% of one 0952, plus benefits) Cut approximately $4,000 annual vendor cost for physical document retrieval Have a positive environmental impact from reduced paper

Project Scope Summary The records digitization project will develop and implement an electronic records retention and document management system Standardize document management system for current paper and electronic documents Create database and web portal for all legislative record documentation to be searchable Digitize paper records Implement new search tool

Project Schedule Summary Jun 2012 Jun 2012 – Jun 2013 Jul 2013 Oct 2013 – Jan 2014 Feb – May 2014 Jun 2014 Hire records manager Create comprehensive records management strategy Begin procurement process for database programmer Create database and web portal Digitize paper records Implement search tool 7

High Level Mitigation Plan Impact: Cost, Scope, Time Risks & Opportunities Risk Description Triggers High Level Mitigation Plan Impact: Cost, Scope, Time Opportunity to allow public direct, immediate access to legislative record Implement records digitization, archival and retrieval N/A Reduces staff time and vendor costs for records retrieval Loss of records from hard copy disintegration or document destruction/loss Legislative records lose physical integrity with age or disaster in storage facility None Non-compliance with record keeping mandates

Opportunities for Collaboration Records digitization, archival and retrieval to work with existing Legistar system Potential collaboration with Library

Project Team Summary Project Manager Technical Expert/IT Coordination Records Manager Technical Expert/IT Coordination Business Analyst Support Roles Deputy Director, Operations Deputy Director, Administration & Finance IT Staff (two 1022 positions) Operations Staff (four 1426 positions)