A Department of the Recorder s Division, Cuyahoga County Fiscal Office

Transcription

1 A Department of the Recorder s Division, Cuyahoga County Fiscal Office 1261 Superior Avenue, 2 nd Floor Cleveland, Ohio Tel: Fax:

2 PROBLEM? SOLUTION!!

3 Many agencies are storing large quantities of paper files in numerous locations. Some agencies do not have accurate inventories of their stored files. Many agency Records Retention Schedules are outdated. Storage of documents is not always under optimal conditions. Retrieval of stored records is neither time/ monetarily efficient. Outside vendor costs for scanning stored documents to digital format is staggering, especially with tight agency budgets.

4 With the current economy and taxpayer demands for government budget efficiency, how do we avoid duplication of document preservation/ conversion services? How do we save on space & storage costs for stored documents?

5 The Cuyahoga County Microfilming Center, inheriting a system established by the County Recorder s Office over 10 years ago, has established a cost-effective system for backscanning, indexing and filming of documents and their eventual removal from the Records Retention Schedules. This system s procedures include: organizing for transportation to scanning area Preparation of files/docs for scanning Scanning of documents Indexing & verification of files, if required Processing of data to digital images and film backup Assistance with modifying and updating current retention schedules Secure removal and/or destruction of processed documents Consulting services on in-house, day-forward scanning & document management

6 The Ohio Revised Code permits Boards of County Commissioners i to establish County Microfilming Boards. ORC The Board, in turn, is authorized to create a County Microfilming Center. ORC On December 11, 2008 the County Commissioners i created the Cuyahoga County Microfilming Board (CCMB). The CCMB held it s first meeting in January, 2009.

7 The county microfilming board may establish a microfilming center which shall provide a centralized system for the use of microfilming or image processing equipment, software, or services for all county offices. ORC After the initial meeting of the county microfilming board, no county office shall purchase, lease, operate, or contract for the use of any microfilming or other image processing equipment, software, or services without prior approval of the board. ORC

8 The county microfilming board may enter into a contract with the legislative authorities of any municipal corporation, township, port authority, water or sewer district, school district, library district, county law library association, health district, park district, soil and water conservation district, conservancy district, other taxing district, regional council established pursuant to Chapter 167. of the Revised Code, or otherwise, county land reutilization corporation organized under Chapter of the Revised Code, or with the board of county commissioners or the microfilming board of any other county, or with any other federal or state governmental agency, and such authorities may enter into contracts with the county microfilming board, to provide microfilming or image processing services to any of them. ORC

9 Planning the project. Working with the agency to identify and inventory stored boxes. Providing Box Prep requirements to agency Coordinating transportation of boxes to preparation/scanning location

10 CUYAHOGACOUNTY MICROFILMING CENTER Records Procedure for County Agencies Only Transferring Records to the Microfilming Center: Identification: Before beginning to box records, each office must make a determination of what records it will consider active. These are materials that are required for the use of the office on a dayto-day basis. These records need to remain with the office and not be transferred to the Microfilming Center. Before beginning to box records, determine that the records requiring processing have been scheduled on the office s Schedule of Records Retention and Disposition Form (Form RC-2). Any questions regarding the Form RC-2 should be directed to the Microfilming Center Deputy Administrator or the County Records Commission Chairperson. Boxing of Records: The Microfilming Center has determined a standard storage box for the records it processes. No other boxes will be accepted for safety and storage reasons. Offices with records that do not lend themselves to a standard cubic foot bankers box (15 deep), i.e. commercial plans, engineer drawings, etc., should contact t the Microfilming i Center prior to boxing. Boxes should be packed as follows:

11 As required, bar code or separation sheets are created. Preparation is then commenced by staff. Documents are checked for staples, clips, etc. Unnecessary docs are removed per agency requirements

12 Documents/boxes are sent to digital imaging division for scanning. Records are kept of image and box totals and location of scanned boxes for later retrieval.

13 Data is scanned and sent to a central server where it can be downloaded for delivery in many different mediums per Agency requirements. Digital i images can be converted to 16mm microfilm or from microfiche, film or aperture cards to digital images.

14 Based on indexing templates created by CCMC staff, If requested, images are married to an index containing index fields determined by agency. All indexes are verified by employees and errors are corrected. Correctable poor images are re-scanned per agency request.

15 CCMC staff will work with Agency staff to modify and update existing retention schedules. Assistance is also available to guide Agency staff through the disposition process for scanned documents. Staff are available to assist the agency with plans to do day forward in-house document scanning.

16 Contracted Work Private companies have a profit motive thereby increasing costs to the customer. Time delay in obtaining corrections. Loss of control of some documents due to shipping to XYZ Co, Work is performed in foreign sweatshops. Millions of dollars leave Cuyahoga County to benefit foreign states and countries. In-House Image costs are a fraction of the cost charged by outside, private companies. Retention of documents onsite. Complete each project in a fraction of the time it takes with outside vendors. Maximized use of employees and county equipment Small costs for supplies and expenses. Quality control is in-house. Creates jobs for county residents & money remains in county.

17 300, , ,000 0 Our Costs Outside Costs

18 Cost of in-house scanning and indexing is 40% less than estimates from outside vendors. Eliminate unnecessary paper and boxes as agencies seek to make better use of space resulting in monetary savings. Agency retention schedules are updated to reflect newer technologies and needs. Back scanning offers a cost savings in lost employee time and agency efficiency when requesting or searching for records for retrieval from storage. Convenience of having the necessary documents just a finger tip away.

19 Money from project personnel costs stay IN the county and do not go to out-of-county/state of businesses. Many scanning programs for agencies are ongoing with established annual work schedules. The digital and film conversion, and off site storage, of warehoused documents is the first stage in establishing an agency disaster recovery program. The ability of the CCMC to enter into agreements with a wide range of agencies makes the CCMC an active player in regional collaborations.

20 The CCMC works with each agency to modify existing retention schedules, and, where necessary, obtains the approval of the Cuyahoga County Records Commission, the State Auditor s Office, the State t Historical Society, and the County Archives. All documents are removed and disposed of in a manner consistent with the requirements of the Ohio Revised Code and the needs of each agency. All requirements of the Agency Records Retentions Schedules are met or amended by the Records Commission to comply with proper retention & disposal. Where required, microfilm, the official state recognized document storage medium, is created for all scanned images.

21 Board of Elections* Juvenile Court* Employment & Family Services Children & Family Services Public Defender s Office Prosecutor s Office* Justice Affairs* City of Brecksville Clerk of Courts* Sheriff s Office* Recorder s Office* * denotes repeat clients Cuyahoga County Human Resources* Probate Court* Veterans Services Commission* Auditor s Office* Treasurer s Office* Cuyahoga County Planning Commission* County Engineer & Sanitary Engineers* Euclid Public Library Domestic Relations Court

22 By Phone: Bill Lavin: By letter 1261 Superior Avenue, 2 nd Floor Cleveland, Ohio By blavin@cuyahogacounty.us

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