DOCUMENT RECORDS MANAGEMENT City of Mount Vernon

Does your workspace look like this?

Or this

Storage rooms?

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

Software Systems Systems that were looked at: Systems that were looked at: DocStar DocStar Laser Fiche Laser Fiche Alchemy Alchemy

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

Plan of action Lead person to be in charge of project Lead person to be in charge of project Team members to supportTeam members to support What type of equipment was needed What type of equipment was needed Scanning equipmentScanning equipment Computer stationsComputer stations Resources Needed Resources Needed Preparing files for scanningPreparing files for scanning Outside resourcesOutside resources Funding Funding Cost of file preparationCost of file preparation Cost of scanningCost of scanning No budget line itemNo budget line item Information processed for easy retrieval Information processed for easy retrieval What did we want the client to seeWhat did we want the client to see

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

Resources File Prep File Prep Staff limited timeStaff limited time Community Service WorkersCommunity Service Workers Chinook EnterprisesChinook Enterprises

Funding Small grant from Washington State Archives Small grant from Washington State Archives Future budget line item Future budget line item

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

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

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

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

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

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

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

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

Preparation and Scanning costs Preparation and Scanning costs Labor & timeLabor & time Outside sources-US ArchiveOutside sources-US Archive Misc costsMisc costs Approximately $40,000Approximately $40,000

What is in place now DocStar Webviewer DocStar Webviewer Armada Portal Armada Portal Example of systems Example of systems

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

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

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

Future-Less stress