Board Meeting Memorandum 09/10/2003 (A)

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In 2003, (SB03-110, Section 9)the General Assembly authorized an additional $150,000 to continue the 111 project. Those funds were used to hire a project manager and temps,buy the CWCB's share of the new DNR SAN(Storage Area Network), and to prep and scan an additional 500,000 documents. The benefits associated with the expanded scope of the CWCB's Imaging System include the following - creates the "Virtual WRIC," which will allow users to access most Water Resource Information Center (WRIC) documents and, eventually, all CWCB documents, via the internet - increases user accessibility to all CWCB documents - protects loss of historic documents by providing off-site back-up storage - improves completeness of stored data - improves record filing and retrieval, and eliminates re-filing and lost/misfiled documents - provides a data-based decision making tool - provides for simultaneous access to documents by multiple users - make all past present and future CWCB documents electronically filed and read This project is similar in nature to the agency's Decision Support Systems and the Satellite Monitoring System. It requires an initial capital investment for hardware and software, and knowledgeable manpower to optimize the use of the system. However, the benefits from this investment are realized immediately. Virtual WRIC will make CWCB documents available to internet users searching by key words and/or topics. All CWCB documents previously stored off-site (Archives, WRIC, Division of Wildlife storage bins, etc.), will be consolidated in one location and readily available to the public and the staff through the Internet and the Network. Office space previously occupied by file cabinets is freed up for other uses. 1111 To continue progress on the CWCB Imaging System, additional funding is hereby requested for the following items (see attached Project Data Sheet and Table): Operations and Maintenance of DNR Imaging System As a part of the CWCB's participation in DNR's Electronic Document Imaging System (System), the Agency is required to contribute funds towards the operations and maintenance of the System. Each agency that uses the System is required to contribute yearly. The CWCB's share for FY05 is $10,000. Purchase of Computer and Scanner Upgrade The CWCB's Imaging System computer and its accompanying scanner are becoming outdated. To stay compatible with the overall System and retain support from the software provider, both the computer and the scanner will need to be updated. The estimated cost to upgrade the computer is $5,000 and the cost to upgrade the scanner to meet the CWCB's needs is estimated at$20,000. Continuation of Document Preparation,Indexing and Scanning(Backfile Scanning) The agency's files and documents are currently stored in several locations around the Denver metro area, including State Archives,WRIC, a storage unit on Evans Ave., and also in the agency's office. Of the initial funding amount for FY 03-04, $120,000 was budgeted for prepping and scanning 500,000 document pages. That allowance will cover document imaging for the remainder of the documents for the Instream Flow Section, the Flood Protection Section, and the Compact Section. The Compact Section alone estimates that it has 1,500,000 document pages to image. The Imaging Committee estimates that only 1/3 (500,000) of those documents can be imaged in FY 2004-2005. The cost for imaging those documents is estimated to be$110,000. Recommendation 1111 Staff recommends that the Board request the General Assembly authorize $145,000 from the Construction Fund to be appropriated to the Department of Natural Resources for allocation to the CWCB for use in its imaging system.