Tararua District Council Back-Scanning Pilot Project

PROBLEM Impending Accreditation – and … 27 boxes of un-scanned Building Consents = PANIC!

But we didn’t Panic … We rolled up our sleeves and got on with it!

And that got us thinking … If we could get 26 boxes scanned in less than two months with minimal staff … What could we do with more resources and proper planning?

So … Why Bother? 1 - Compliance with Central Government Record Keeping requirements.

2 - Records protection and preservation…. We have already lost files in the past due to: Fire Flood Theft Wilful Damage Loss by mishandling, misplacing or misfiling.

3. Improved Customer Service Instant access to all building records for our Customer Services Teams throughout the district.

4 - Improved Processes No more time wasted playing the dreaded “Find the File” game! Increase in Staff Efficiency Decrease in Staff Frustration Happy Staff …. Happy Boss …. Happy Council …. Happy Ratepayers ….

Digital 1.Search 2.Print, or save to disc Physical 1.Search Computer Files 2.Check Building Department 3.Check desks of any staff who may have a physical file 4.Check papers are correct and relate to property requested 5.Remove staples and repair any damage caused by previous over-handling 6.Copy or scan 7.Re-staple 8.Return files Rules of “Find the File” Game – Physical vs Digital

One of our long-term goals … 24/7 Public Online Access to all TDC Building Records. 5 – The Future: 24/7 Records Availability

6 – Reclaimed Office Space

7 - Risk Reduction

All very good reasons! So … what would Arnie say?

So, we needed a plan …. We needed a better plan ….

After all …How hard could it be? Tararua District Council holds Building Packets for almost 11,000 properties, with most containing multiple records.

Where were they all? As everyone here knows, these records should be stored in a fireproof, temperature controlled space. The reality is they are stored … … Wherever we have space!

But even with floor to ceiling shelves … space is limited, and … people continue to build!

US or THEM?

Why a Pilot? Why not the whole thing?

Then, we needed a budget $35,000

What else did we need?  More staff on the Records Team  Large Workspace  Equipment & Licences THE SUGAR FIX!

Protocols  A strong title convention  A maximum digital file size  Files of 300 dpi in pdf(A) format (techno- speak for clear and useable files) Process – “Production Line”

PROCESS We fine-tuned our process to ensure. 1. Accuracy 2. Efficiency/productivity, and 3. Robust layered quality control

PRIORITY FILES (a.k.a. “The Ugly Fugly” Files) These were the files we decided to tackle first.

A journey of a thousand miles begins with a single step … - Lao Tzu

THE TEAM - Processing Three staff processed the documents ready for scanning.

THE TEAM - Scanning Two of the team scanned full-time.

THE TEAM – QA and Linking The final step. Each scan was quality checked before the title was finalised. The digital document was then moved to the EDRMS and linked within our business software.

RESULTS (In just over 30 days) We began this project with 65 linear metres of un-scanned historic building records. We cleared just over 13 linear metres. This equates to 20% - (well above our target of 15%).

Objectives Record longevity for current and future reference Record protection & preservation Record availability for staff function and efficiency Quality end results – (do it once … do it right!) Files of a realistic size for public access Compliance with Public Records Act Compliance with Digitisation Standards And …. Proof that it can be done.

Did Council Listen?

Extra long-term staffing for the Records Team … What did we get? Funding for future marathons … Council recognition that the more records are treated as an asset, the less of a liability they become … And that was perhaps our biggest victory …

Footnote: