TO: Board of Supervisors
FROM: Supervisor Williams
MEETING DATE: November 12, 2019
DEPARTMENT CONTACT:
Ted Williams
PHONE:
463-4221
ITEM TYPE: Regular Agenda
TIME ALLOCATED FOR ITEM: 15 min
AGENDA TITLE:
title
Discussion and Possible Action Including Direction to Staff to Author a Specification Document Outlining Document Digitalization Plan
(Sponsor: Supervisor Williams)
End
RECOMMENDED ACTION/MOTION:
recommendation
Direct staff to author a specification document outlining document digitalization plan including equipment and personnel needs, tentative schedule, training, file naming convention, public access, redaction , redundant offsite storage and an associated cost analysis.
End
PREVIOUS BOARD/BOARD COMMITTEE ACTIONS:
None.
SUMMARY OF REQUEST:
Digital documents reduce staff time and allow greater public access. Information Services staff is best positioned to build a plan of execution. The initial cost will be offset by long-term efficiency. The County's IT Master Plan includes an initiative (Number 22, Electronic Document Management System (EDMS)). Currently, the County does not have a consensus on a singular preferred solution for a future organization-wide document management system. Further, the IT Master Plan recommended that the County consider all EDMS options by first conducting a needs assessment and process review with all departments to gain an understanding of how an EDMS system should work across the entire organization. Additionally, it was recommended that the County consider what functionality, configurations, and training would improve the staff members' ability to effectively utilize an EDMS system, provide more transparency, and integrate other departmental applications and business processes.
ALTERNATIVE ACTION/MOTION:
Do not direct staff to author a document digitalization plan.
SUPERVISORIAL DISTRICT: ALL
VOTE REQUIREMENT: Majority
SUPPLEMENTAL INFORMATION AVAILABLE ONLINE AT: N/A
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