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

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STATE OF COLORADO.
alorado Water Conservation Board
partment of Natural Resources
1313 Sherman Street,Room 721 .` '
Denver,Colorado 80203
Phone:[phone] ZZ∎
-
FAX:[phone]
www.cwcb.state.co.us
Bill Owens
MEMORANDUM Governor
Greg E.Walcher
To: Colorado Water Conservation CWCB Members Executive Director
Rod Kuharich
From: Jan Illian& Carolyn Fritz CWCB Director
CWCB Imaging Committee Dan McAuliffe
Deputy Director
Date: September 10, 2003
Re: September 22, 2003 Board Meeting, CWCB Finance Committee Meeting
Water Supply Planning and Finance—Non-Reimbursable Investments—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 adding documents to the imaging system, (2) upgrade the CWCB's
Imaging computer and software, and (3) contribute the CWCB's share of the annual operations and
maintenance cost of the DNR Electronic Document Imaging System.
Background
In 1999, (SB99-173, Section 8) the General Assembly authorized $270,000 for the CWCB's
participation in the Depaitnient 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.
In 2002, (HB02-1152, 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 documents.
It is estimated that an additional 1,500,000 to 2,000,000 documents still need to be inventoried,prepped
and scanned.