DOCUMENT RECORDSDOCUMENT RECORDSMANAGEMENTMANAGEMENT

City of Mount Vernon City of Mount Vernon

Does your workspace look like Does your workspace look like this?this?

Or thisOr this

Storage rooms?Storage rooms?

Software Research Software Research

Information Services & Development Information Services & Development Services Services

Archiving Large number of files and Archiving Large number of files and documentsdocuments

Documents from other departmentsDocuments from other departments Flexibility with document formatsFlexibility with document formats User friendlyUser friendly

Software SystemsSoftware Systems

Systems that were looked at:Systems that were looked at: DocStarDocStar Laser FicheLaser Fiche AlchemyAlchemy

DocStarDocStar

DocStar software was purchased in DocStar software was purchased in 2003 2003

Set on the shelf until October 2005Set on the shelf until October 2005 IS installed on the computerIS installed on the computer Initiated the softwareInitiated the software

Plan of actionPlan of action Lead person to be in charge of projectLead person to be in charge of project

• Team members to supportTeam members to support

What type of equipment was neededWhat type of equipment was needed• Scanning equipmentScanning equipment• Computer stationsComputer stations

Resources NeededResources Needed• Preparing files for scanningPreparing files for scanning• Outside resourcesOutside resources

FundingFunding• Cost of file preparationCost of file preparation• Cost of scanningCost of scanning• No budget line itemNo budget line item

Information processed for easy retrievalInformation processed for easy retrieval• What did we want the client to seeWhat did we want the client to see

Equipment & HardwareEquipment & Hardware

Up graded existing copierUp graded existing copier Dedicated computer and scanning Dedicated computer and scanning

stationstation Up graded all monitors within the Up graded all monitors within the

Department for viewing the Department for viewing the documentsdocuments

Miscellaneous office suppliesMiscellaneous office supplies• Paper, staple pullers, tape etc…Paper, staple pullers, tape etc…

ResourcesResources

File PrepFile Prep• Staff limited timeStaff limited time• Community Service WorkersCommunity Service Workers• Chinook EnterprisesChinook Enterprises

FundingFunding

Small grant from Washington State Small grant from Washington State ArchivesArchives

Future budget line itemFuture budget line item

Retrieval of DataRetrieval of Data

How did we want the information How did we want the information processed?processed?

What documents do we need to What documents do we need to keep?keep?

What is the client looking for in their What is the client looking for in their search?search?

User friendly User friendly City wide use of systemCity wide use of system Ability in the future to go onlineAbility in the future to go online

ProblemsProblems

• Find prep work boring and tediousFind prep work boring and tedious• Miss staples paper clips etc.Miss staples paper clips etc.• Patch pages and separation of Patch pages and separation of

documents within a filedocuments within a file• Do not discard duplicate materialDo not discard duplicate material• Adds more time to the uploadingAdds more time to the uploading• File alignment for scanningFile alignment for scanning• Equipment problemsEquipment problems

Solutions Solutions

Importance of one person in charge Importance of one person in charge of the project of the project

Provide examples of filesProvide examples of files Check files before sending out to Check files before sending out to

outsourcesoutsources• Saves time and costsSaves time and costs

Train staff for scanning & entering Train staff for scanning & entering DataData

What we have nowWhat we have now

Flood DocumentsFlood Documents Permits Permits AgreementsAgreements Meeting MinutesMeeting Minutes OrdinancesOrdinances ResolutionsResolutions Variances, DNS, RezonesVariances, DNS, Rezones Code EnforcementCode Enforcement

Where we want to goWhere we want to go

Ability for the citizens of Mount Vernon to Ability for the citizens of Mount Vernon to access information access information

Ease of information retrievalEase of information retrieval Building inspectors to have information in Building inspectors to have information in

the fieldthe field Allow other City Departments access to Allow other City Departments access to

information they would need in the fieldinformation they would need in the field The question was How was this going to The question was How was this going to

happen?happen?

ARMADAARMADA

Public Works looking into a GIS Public Works looking into a GIS System for the City.System for the City.

Would DocStar allow integration of all Would DocStar allow integration of all the systems within the City for this to the systems within the City for this to happen?happen?

ArmadaArmada Research on DocStar lead to Research on DocStar lead to

ARMADAARMADA• County of Chester, West Chester, PACounty of Chester, West Chester, PA

ImageNet, ESRI and DocStarImageNet, ESRI and DocStar

COSTCOST

Equipment & softwareEquipment & software• DocStar Software DocStar Software • Armada, ArcIMS, Server, Computer and Armada, ArcIMS, Server, Computer and

Scanner, upgrade existing copier to scan Scanner, upgrade existing copier to scan documentsdocuments

• Maintenance agreementsMaintenance agreements• Approximately $55,000Approximately $55,000

Preparation and Scanning costsPreparation and Scanning costs• Labor & timeLabor & time• Outside sources-US ArchiveOutside sources-US Archive• Misc costsMisc costs• Approximately $40,000Approximately $40,000

What is in place nowWhat is in place now

DocStar WebviewerDocStar Webviewer Armada PortalArmada Portal

Example of systemsExample of systems• hhttp://mvds/dswvttp://mvds/dswv• www.property.mountvernonwa.orgwww.property.mountvernonwa.org

Benefits Benefits Staff uses the Document management system to Staff uses the Document management system to

access all files that are uploaded on the system-access all files that are uploaded on the system-time and cost savingstime and cost savings

Ability to e-mail from the systemAbility to e-mail from the system Make copiesMake copies Field people can utilize all the information in the Field people can utilize all the information in the

system from laptopssystem from laptops Ease of use for the first time userEase of use for the first time user All parcel information is availableAll parcel information is available DocStar as a research toolDocStar as a research tool

• Searches several data bases at onceSearches several data bases at once Provide greater customer serviceProvide greater customer service

Summary Summary Select the system that works for your Select the system that works for your

needs and requirementsneeds and requirements Choose a lead person-Very importantChoose a lead person-Very important Determine how documents are to be Determine how documents are to be

managed and retrievedmanaged and retrieved Determine how you will scan the Determine how you will scan the

documentsdocuments TrainingTraining CostsCosts

• Extra LicensesExtra Licenses• Yearly maintenanceYearly maintenance

FutureFuture

Enhance our GIS systemEnhance our GIS system• Speed of graphicsSpeed of graphics• Add our new aerial flyover viewAdd our new aerial flyover view• Develop our Non-parcel landuse data Develop our Non-parcel landuse data

basebase Roads, sewer, water, critical areas, Roads, sewer, water, critical areas,

floodplain, firehydrant locations, zoning, floodplain, firehydrant locations, zoning, comprehensive plan, future development, comprehensive plan, future development, city projects etc…city projects etc…

Future-Less stressFuture-Less stress