tararua district council back-scanning pilot project

Tararua District Council

Back-Scanning Pilot Project

PROBLEMImpending Accreditation – and …

27 boxes of un-scanned Building Consents

=

PANIC!

But we didn’t Panic …

We rolled up our sleeves and got on with it!

And that got us thinking …

If we could get 26 boxes scanned in less than two

months with minimal staff …

What could we do with more resources and

proper planning?

So … Why Bother?1 - Compliance with Central Government Record Keeping requirements.

2 - Records protection and preservation….

We have already lost files in the past due to: Fire Flood Theft Wilful Damage Loss by mishandling,

misplacing or misfiling.

3. Improved Customer Service

Instant access to all building records for our Customer Services Teams

throughout the district.

4 - Improved Processes

No more time wasted playing the dreaded “Find the File” game!

Increase in Staff Efficiency

Decrease in Staff Frustration

Happy Staff ….

Happy Boss ….

Happy Council ….

Happy Ratepayers ….

Digital

1. Search2. Print, email or

save to disc

Physical

1. Search Computer Files2. Check Building Department 3. Check desks of any staff who

may have a physical file4. Check papers are correct and

relate to property requested5. Remove staples and repair

any damage caused by previous over-handling

6. Copy or scan7. Re-staple8. Return files

Rules of “Find the File” Game – Physical vs Digital

One of our long-term goals …24/7 Public Online Access to all TDC Building Records.

5 – The Future: 24/7 Records Availability

6 – Reclaimed Office Space

7 - Risk Reduction

All very good reasons!

So … what would Arnie say?

So, we needed a plan ….

We needed a better plan ….

After all …How hard could it be?

Tararua District Council holds Building Packets for almost 11,000 properties, with most containing multiple records.

Where were they all?As everyone here knows, these records should be stored in a fireproof, temperature controlled space. The reality is they are stored …

… Wherever we have space!

But even with floor to ceiling shelves … space is limited, and … people continue to build!

US or THEM?

Why a Pilot?Why not the whole thing?

Then, we needed a budget

$35,000

What else did we need?

More staff on the Records Team Large Workspace Equipment & Licences

THE SUGAR FIX!

Protocols A strong title convention A maximum digital file size Files of 300 dpi in pdf(A) format (techno-

speak for clear and useable files)

Process – “Production Line”

PROCESS

We fine-tuned our process to ensure.

1. Accuracy

2. Efficiency/productivity, and

3. Robust layered quality control

PRIORITY FILES (a.k.a. “The Ugly Fugly” Files)

These were the files we decided to tackle first.

A journey of a thousand miles begins with a single step …

- Lao Tzu

THE TEAM - ProcessingThree staff processed the documents

ready for scanning.

THE TEAM - ScanningTwo of the team scanned full-time.

THE TEAM – QA and LinkingThe final step. Each scan was quality checked before the title was finalised. The digital document was then moved to the EDRMS and linked within our business software.

RESULTS (In just over 30 days)

We began this project with 65 linear metres of un-scanned historic building records. We cleared just over 13 linear metres.

This equates to 20% - (well above our target of 15%).

Objectives

•Record longevity for current and future reference•Record protection & preservation•Record availability for staff function and efficiency•Quality end results – (do it once … do it right!)•Files of a realistic size for public access•Compliance with Public Records Act•Compliance with Digitisation Standards

And …. Proof that it can be done.

Did Council Listen?

Extra long-term staffing for the Records Team …

What did we get?

Funding for future marathons …

Council recognition that the more records are treated as an asset, the less of a liability they become …

And that was perhaps our biggest victory …

Footnote: