BOARD01470

• Board Meeting Date: 11/23/1998
• Description: CF Section - Non-Reimbursable Studies and Investigations - Imaging System for Construction Fund Project Files
• Board Meetings - Doc Type: Memo

The second component of this project, Electronic Document Imaging, provides the
following benefits to its users:
. 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
. Provides a data-based decision making tool
. Provides for simultaneous access to documents by multiple-users

.

The DNR has recently signed a contract with a vendor to provide the required hardware
and software necessary in the development of this project. The vendor and the technology
utilized have been established as the DNR standard for electronic document imaging. The
system is scheduled to be in place on or before March 1, 1999 with system testing to be
completed by approximately June 1. Once the system is fully functional the scanning
operations will commence.

As stated above, the two divisions currently participating in this project are the DWR
and the COGCC. The vendor's proposal and subsequent professional services contract have
established project costs. The project costs have been shared between the two divisions along
with staff time associated with the preparation of the projects detailed scope of work and
hardware specifications

With the participation by the CWCB, most of the cost associated with the project would be
shared three ways rather than two. This provides a benefit to the other agencies, and in return, they
will provide the technical support and project administration for the system. The CWCB estimated
share of project costs are itemized as follows:

.

Hardware/Software
Consulting Services
Scanning Operations
Annual Maintenance

Total

$ 70,000
$ 80,000
$115,000
$ 5.000
$270,000

All of these costs include a 20% contingency factor for unforeseen expenses.

Discussion

The participation in this project by the CWCB would fulfill the filing and record
keeping recommendations outlined by the State Auditor in the recently completed performance
audit of the CWCB Construction Fund Loan Program. Specifically, recommendation #13 of
that audit recommended that "The Water Conservation Board should improve its procedures
for maintaining loan records, including developing a consistent, centralized filing system."

The DNR Imaging System includes all hardware and software necessary for the Project
Planning and Construction Section staff to scan and index paper documents, print them, correct
them, add new documents to existing files, and retrieve them in large batches for overnight .
printing or faxing.