BOARD00589

• Board Meeting Date: 11/19/2003
• Description: CF Section - En-Bloc Non-Reimbursable Investment Recommendations - CWCB Document Imaging Program
• Board Meetings - Doc Type: Memo

STATE OF COLORADO

Colorado Water Conservation Board
Department of Natural Resources
1313 Shennan Street, Room 721
Denver, Colorado 80203
Phone: [phone]
FAX, (303) 866,4474
www.cwcb.state.co.us

Q)

MEMORANDUM

Bill Owens
GovetTlor

To:

Colorado Water Conservation CWCB Members

Greg E. Walcher
Executive Director

From:

Jan Illian & Carolyn Fritz
CWCB Imaging Committee

Rod Kuharich
CWCB Director

Dan McAuliffe
Deputy Director

Date:

November 6, 2003

Re:

Agenda Item 9c - November 19-21, 2003 Board Meeting - Water Supply Planning
and Finance - En-bloc Non-Reimbursable Investment Recommendations - CWCB
Document Imaging Program

Introduction
The CWCB staff is requesting additional funding for the CWCB Imaging System in the amount
of $145,000 to be used to (1) continue preparation, indexing and scanning of documents into the
CWCB Imaging System, (2) upgrade the CWCB's imaging hardware, and (3) cover the CWCB's
share of the annual operations and maintenance cost of the DNR Electronic Document Imaging
System,
Background
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 ofthe CWCB's existing documents,
This project is similar in nature to the agency's Decision Support Systems and the Satellite
Monitoring System, In addition to the initial capital investment for hardware and software, and
knowledgeable manpower to optimize the use of the system, it also requires ongoing investments
for maintenance ofthe hardware and to stay current with the imaging technology,
Many benefits from this investment are already realized, Almost all CWCB documents
previously stored on-site and off-site have been consolidated in the imaging system and are
readily available to the public and the staff through the Intemet and the Network.
To continue progress on the CWCB Imaging System, additional funding is hereby requested for
the following items (see attached Project Data Sheet and Table):
Continuation of Document Preparation,lndexinl! and Scanninl!
By the end of FY03, the imaging of the existing documents (backfile) for the CWCB, with the
exception of the Compact Section, will be completed, The Compact Section is estimated to have
approximately 1,000,000 document pages remaining to be imaged, The Imaging Committee