BOARD01697

• Board Meeting Date: 11/19/2001
• Description: CF Section - En-Bloc Non-Reimbursable Investments Recommendations - Documents Imaging Program
• Board Meetings - Doc Type: Memo

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STATE OF COLORADO

Colorado Water Conservation Board

aDepartment of Natural Resources
'_1313 Sherman Street, Room 721
Denver, Colorado 80203
Phone: [phone]
FAX: [phone]
www.cwcb.$tate.co.us

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MEMORANDUM

Bill Owens
Governor

To:

Greg E. Walcher
Executive Director

Colorado Water Conservation CWCB Members

From:

Dan McAuliffe
CWCB hnaging Committee

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Rod Kuharich
CWCB Director

Dan McAuliffe
Deputy Director

Date:

November 2,2001

Re:

Agenda Item 24.h, November 19-20,2001 Board Meeting
Water Supply Planning and Finance - En-bloc Non-Reimbursable Investments
Recommendations - Document hnaging Program

Introduction

The CWCB staff is requesting additional funding for the CWCB Imaging System in the amount of
$150,000 to be used to (I) continue adding documents to the imaging system, (2) provide optical
character recognition capabilities to certain documents, and (3) implement the CWCB's use of imaged
documents on the internet.

Background
In 1999, (SB99-173, Section 8) the General Assembly authorized $270,000 for the CWCB's
participation in the Department of Natural Resource's Electronic Document Imaging System. The
CWCB's original purpose of the imaging system was to make Water Supply Planning and Finance
Section information easily accessible to staff and the public, and to minimize the amount of office space
required to store paper records. Due to the statewide transition to electronic imaging of documents, the
agency's recognition of the usefulness of electronic images and the attempt to maximize use of the
agency's investment in the hardware and software, the scope of the project was expanded to include
imaging all of the agency's documents.

With the original funds, the CWCB purchased and installed the necessary hardware and software,
contracted for customized programming, and began preparing and scanning approximately 500,000
documents. In an effort to meet deadlines for imaging documents, temporary employees were hired to
prepare files for imaging. With the use of the additional labor, the CWeB expects to complete the
imaging of documents for the following sections this calendar year:

- Flood Protection Section

- Water Supply Planning and Finance Section

- Stream and Lake Protection Section

- Administrative Section

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