BOARD02373

• Board Meeting Date: 11/25/2002
• Description: CF Section - En-Bloc Non-Reimbursable Investment Recommendations - Document Imaging Program
• Board Meetings - Doc Type: Memo

STATE OF COLORADO

Colorado Water Conservation Board
Department of Natural Resources
1313 Sherman Street, Room 721
Denver, Colorado 80203
Phone: [phone]
FAX: [phone]
www.cwcb.state.co.us

Q

MEMORANDUM

Bill Owens
Governor

Greg E. Walcher
Executive Director

To:

Colorado Water Conservation CWCB Members

From:

Dan McAuliffe
CWCB Imaging Committee

Rod Kuharich
CWCB Director

Dan McAuliffe
Deputy Director

Date: November 14, 2002

Re: Agenda Item 21d, November 25-26,2002 Board Meeting
Water Supply Planning and Finance - En-bloc Non-Reimbursable Investments
Recommendations - Document Imaging Program

Introduction

The CWCB staff is requesting additional funding for the CWCB Imaging System in the amount of
$150,000 to be used to (1) continue adding documents to the imaging system, (2) upgrade the CWCB's
Imaging computer and software, (3) contribute the CWCB's share of the annual operations and
maintenance cost of the DNR Electronic Document Imaging System, and (4) to purchase an additional
storage hard drive and accompanying hard drive controller.

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 ofthe 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.

In 2002, (HB02-1 152, Section 16) the General Assembly authorized an additional $150,000 to
continue the project. Those funds were used to prep and scan an additional 500,000 documents, buy
OCR hardware and software, and to purchase Web programming for Internet access to the imaged