Board Meeting Memorandum 09/10/2003 ‎(A)‎

• Board Meeting Date: 9/10/2003
• Description: Non Reimbursable Investments Document Imaging Program
• Board Meetings - Doc Type: Meeting

Water Project Construction Program—Project Data
Non-Reimbursable Investment
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Applicant: Colorado Water Conservation Board
Project Name: CWCB Imaging Project
Project Type: Document Imaging
County: Statewide Drainage Basin: Statewide Water Source: N/A
Total Study Cost: $520,000
Funding Sources: CWCB
Type of Applicant: State Agency Median Household Income: N/A
CWCB Investment: $145,000
This project involves organizing, prepping and electronic imaging of files to make agency
information easily accessible to staff and the public, and to minimize the amount of office space
required to store paper records.
The CWCB Imaging Project, initiated in 1999 with the adoption of SB99-173, is a participant in the
• Department of Natural Resource's Electronic Document Imaging System. Since inception of the
project, the CWCB has purchased and installed the hardware and software, contracted for customized
programming, and imaged most of the CWCB's existing documents. To advance this project,
additional funding in the amount of$150,000 is hereby requested for the following items.
Continuation of Document Preparation,Indexing and Scanning
By the end of FY03, the backfile imaging of the documents for the entire agency, with the exception
of the Compact Section, will be completed. The Imaging Committee estimates that as of the
beginning of FY04, there will be approximately 1,000,000 documents from the Compact Section
remaining to be prepped and imaged. The cost for prepping and scanning 500,000 of those
documents, which includes temporaries and the cost of General Support Services performing the
backfile scanning, is estimated at$110,000.
CWCB Hardware Replacement
As of the beginning of FY03, the existing hardware (computer and scanner) has been in use for over
three years. The cost for replacing the hardware is estimated at $25,000 for replacing the computer
($5,000) and the scanner($20,000).
DNR Electronic Document Imaging System Maintenance
It cost$10,000 to participate in the DNR Electronic Document Imaging System for FY03. The funds
are used for maintenance of the system, including programming, hardware replacement, DNR-ITS
personnel, and software updates. The cost for FY04 participation is estimated at$10,000.
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