Document Imaging White Paper

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Document Imaging Case Study:City of CamdenApril 2010

William E. LutzRecords Manager

http://www.linkedin.com/in/williamelutz


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CONTENTS

Introduction 3Background: City of Camden 3The Challenge 5

A New Beginning 6Overcoming Fears and Concerns

The Importance of Effective Training 7Expansion 8Practical Applications and Cost Savings 10

Attaining Greater Efficiencies 12Answering Significant Challenges

with Limited Resources 13The Power of Document Imaging 13Immediate Financial Returns 15The Shared Services Advantage 16Taking Control of Your Future 17Weblinks 17

About the Author 18


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Introduction

Paper surrounds us in our daily work lives. We have taken paper for granted overlooking thesuffocating grip it holds us in.

Paper costs money as there are charges associated with physically filing documents:(employees hourly wages), lost office space (square footage utilized for file cabinets) along withcosts associated with tracking files and copying charges (inclusive of toner, paper, file folders)and charges associated with lost file recovery (time spent by employees conducting filessearches and replacement costs associated with lost files).

Document imaging systems represent the latest in technological advancements offering viablecost effective solutions for day to day routine governmental services as well as redundant backupand protection of vital documents all the while offering tremendous cost savings.

Document imaging systems also offer a powerful access tool for public dissemination, asgovernmental entities can link their respective document imaging systems to that of their officialwebsites, allowing for ready public access while reducing telephone inquiries or file searches.

With document imaging, portals or gateways for authorized access can also be created, enablingstaff to conduct official business on line without incurring time and effort spent on retrieving orreviewing documents and files in person or through cumbersome hard copy filing and/orprocessing.

Background: City of Camden

Beginning in December of 2006, the City of Camden embarked upon an ambitious effort ofinstalling a city-wide comprehensive document management system. Following its installation, outof a total of 566 municipalities, 40 counties and 150+ authorities and independent agencies withinthe state of New Jersey, Camden was among the selected 83 certified entities who were able tosuccessfully undertake, complete and attain state certification.

Miles of files is a phrase that is often usedto describe day to day governmentoperations. It is not uncommon for officefiles placed in hallways owing to lack ofspace.

All document imaging systems within theState of New Jersey must pass a rigorousreview and application process in order to

be considered for certification. Certification ismost desirable, as any documents scanned on a certified document imaging system can beconsidered (unless having a records retention of greater than ten years and/or so noted as beingsaved in permanent hard copy such as municipal resolutions, ordnances or other documents


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and records of vital importance) can be destroyed. Naturally, attaining certification enables atremendous reduction in the amount of paperwork while introducing a superior means of recordsreferral and protection.

The City of Camden is a city answering to the needs of nearly 100,000 citizens; it is also amongthe poorest in the United States and possesses limited access to funding. Formally established in1828, Camden is also a locale undergoing substantial changes and redevelopment; construction

of new schools, hospitals, businesses and housing developments demand much from cityoperations especially when such operations are minimally staffed owing to limited budgets.

Camden's municipal government consists of nine (9) departments inclusive of Administration,Law, Health & Human Services, Public Works, Finance, Code Enforcement, Development andPlanning, Police and Fire and presently employs a total of 1,200 employees. Thus, givenCamdens size, age and its demands, records management plays an importance in day to daygovernance.

Another key facet of records management within the City (and throughout the State of NewJersey) is that of daily routine public response to OPRA (Open Public Records Act) request.Within the State of New Jersey, the public enjoy by law access to a multitude of documentsencompassing all levels of local, county and state government. Specific timeframes are mandatedby law for any and all governmental entities to respond to any and all valid OPRA requests; thusunderscoring an ever more the greater need for a comprehensive and responsive recordsmanagement system answering to a state mandate for open records transparency.

Prior to undertaking installation, the City of Camden had completed a comprehensive recordsneeds assessment in 2005. As part of this assessment, physical review of records and files inregards to their condition, the state of storage and organizational structure was completed,allowing the City to better determine its needs and to develop an appropriate strategy. The studydetermined that the file situation was so dire that emergency involvement from staterepresentatives was mandated to expedite the formal destruction of documents, owing to theirbeing exposed to asbestos, flooded offices as well as a host of other environmental situations.Regrettably, owing to space limitation, many files were placed in such obviously bad locations forrecords / files storage such as semi-abandoned warehouses and locations which were nevermeant to serve as any type of governmental document repository.

Following this assessment, a decision was made to move forward and begin the process ofdeveloping a comprehensive records management process, whereby a key part of this processwould be that of implementing a comprehensive document imaging system and thus avoid anyrepeat of the loss of invaluable records.

The City of Camden is no stranger to achievingmuch with limited funding. Owing to its work in

prior years regarding historical preservation, theCitys Records Management Unit was able to attaina close working relationship with NJDARM,receiving a number of recognitions and awards (asthe one pictured above received by the City for itsin efforts with historical conservation and

preservation of municipal records). Thus, given itsgrowing reputation in the field of recordsmanagement, the City was able to move forwardand attain additional grant funding to continueexpanding its records management effort through adocument imaging solution.


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The Challenge

The City was fortunate in that owing to its challenging socio-economic situation, it was eminentlyqualified for a number of state grants: thus it was decided to utilize and aggressively obtainPARIS Grant funds offered by the State of New Jersey.

The PARIS (Public Archives and Records Infrastructure Program - http://www.njarchives.org/links/paris.html) is unique within the nation and has grown to become a national model for other statesto follow in terms of upgrading and assisting municipalities and county governments enhancingtheir records management services. PARIS grant funding is utilized for a number of recordsmanagement efforts from the hiring of staff, physical facilities improvements to needsassessment and the installation of document imaging systems. Without PARIS funds, much ofwhat has taken place and continues to take place within the City of Camden would not bepossible. Given Camdens socio-economic standing, the PARIS program truly is a vital programfor the Citys records management program.

In recent years, Camden has undergone a series of reviews and drastic changes in its day to daygovernance; given its demographics, this should come as no surprise. As part of these reviewsand changes in governance, the importance of records management had come to the forefront.

Camden is the tenth (10th) largest municipality within the State of New Jersey, and is also itspoorest facing a host of challenges which have placed Camden as being either the mostdangerous city or among the top ten most dangerous cities in the United States. According to theUnited States Census, 32.3% of all families residing in Camden are at the poverty level, while itsper capita income level is a mere $12,739 annually. In addition, of the 25 years and olderpopulation, only 61.1% attained a high school degree while unemployment officially stands at16%. Camden has often been in the national spotlight and its conditions are well-known anddocumented to extensive effect. To some, the very notion of Camden even undertaking

management of its records wasregarded as the height of folly.

Camden possesses a nationalimage of a city in chaos andfailure and yet despite this, theCity is also increasinglyregarded as a model in regardsto open government /governmental transparency,historical preservation andeffective records managementutilizing a document imagingsolution.

Despite the obvious challenges, a uniform policy decision was made: the quality of governmentultimately rests upon the quality of its records. Thus, in an effort to spur redevelopment andto encourage greater confidence in Camden while attaining greater cost savings in its day to dayoperations, efforts were initiated to address Camdens records management needs.
http://www.njarchives.org/links/paris.htmlhttp://www.njarchives.org/links/paris.htmlhttp://www.njarchives.org/links/paris.htmlhttp://www.njarchives.org/links/paris.htmlhttp://www.njarchives.org/links/paris.htmlhttp://www.njarchives.org/links/paris.html


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To its credit, the City enjoys a close working relationship with the New Jersey Division of Archivesand Records Management, the enforcement / compliance arm of New Jersey state governmentas it relates to records management and oversight of document imaging systems (also known byits acronym as NJDARM). Following its records assessment, the City formally established aRecords Management Unit (RMU) by ordinance (thus being the first entity in the state to do so, astraditionally RMUs are created by resolution; the city choose to establish its records unit by

ordinance as a means to better reinforce its standing within the municipal government forstronger purposes of enforcement and regular budgetary year to year funding (for moreinformation about the City of Camdens Records Management Unit, please visit the followingweblink: http://www.ci.camden.nj.us/recordsmanagement).

Once the Citys Records Management Unit was established, Camden's commitment in regards torecords management was clearly made to regulating state agencies, thus allowing Camden tobecome the beneficiary of additional state funding. Leveraging its positive relationship with stateagencies, the City embarked upon developing a model program that could be replicated withoutand outside of the state. Camdens efforts were remarkable that ultimately, (during the course ofits own records rehabilitation) a series of shared service agreements with other neighboringtowns that also sought to utilize Camden's newest asset: the City's document imaging system.

A New Beginning

Within the year of installation, the Citys document imaging system was fully installed andfunctioning by the following year complete with NJDARM certification; this was no mean featgiven the fact that the City also attained another first: the ability to utilize its existing MFD (Multi-Functional Devices) as part of its NJDARM certification and was the very first governmentalentity within New Jersey to achieve this certification. MFD's are very prevalent within manymodern offices: we recognize them as copiers. Today's copiers differ from those of the past: mostalso now have the ability to conduct scanning that is, the ability to transform hard copy into adigital copy that can be stored electronically on computers.

The City of Camden possesses an extensive ITnetwork with which the document imaging systemresides and interface with, bringing the documentimaging solution to a total of nearly 1,200 employeesacross nine (9) departments, nine (9) outsidemunicipalities as part of a shared servicesarrangement and ultimately to nearly 200,000residents.
http://www.ci.camden.nj.us/recordsmanagementhttp://www.ci.camden.nj.us/recordsmanagement


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Thus, in addition to utilizing standard high speed and desktop scanners, the City was now able toutilize existing copier / scanners as part of the document imaging system. The advantages ofutilizing existing MFDs were two fold:

1) Cost efficiencies. Rather than purchase a significant number of scanners, users wereable to utilize their existing office copier/scanners (MFDs).

2) Familiarity. Change within a bureaucratic environment is not easy; organizationalevolution / change often encounter great resistance. Rather than risk nullifying usage ofthe document imaging system, users were able to link to the document imaging systemby utilizing those devices with which they are very versed and familiar with.

As the city already possessed a rather robust and extensive in-house network, consisting of some15 servers, 53 Copier / scanners / printers (MFDs) along with nearly 600 ofice desktopcomputers, the document imaging system was readily able to (after some initial adjustments)integrate into the Citys network services and thereby connect all city departments / agencies.

Utilizing existing MFDs (Copiers /scanners / printers) within the context

of an existing network yieldedsubstantial savings. When consideringthe number of MFDs the City

presently has (54), and multiplying outthe potential cost of high capacityscanners (54 x $4,500) one can readilyobtain the cost savings wheneliminating the need to purchase anadditional 54 scanners.

Overcoming Fears and Concerns: The Importance of Effective Training

As with any major installation, change inevitably creates challenges and criticisms arising fromuncertainty and fears. Some people are simply afraid of new technology, while others fear greateraccountability. With growth comes pain and challenges; with time, these too shall pass.Document imaging introduces change and breaks down traditional bureaucracies and barriers and naturally making some people uncomfortable. In response to this commonly found concern,the approach successfully utilized revolved around how document imaging can make their jobsfar more easier.

Other typical criticisms encountered and the standard responses that were developed werethe following:

Its too difficult to use. Document imaging systems are easy to learn; users who knowhow to use a regular Windows / office PC will pick up on practically any given documentimaging very quickly.


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I dont have the time. Its far quicker and easier to file via a document imaging systemthen to conduct routine paper filing. Users will save time normally spent on typing upfolder tabs, re-arranging file cabinets, moving boxes, searching files for physical copies especially those spread across several offices - and general day to day physical filemanagement.

Were more likely going to lose valuable files by using a computer than by hard

copy.Documents are lost nowadays primarily owing to poor storage via flooding, fire ormold. And how many times have people encountered a situation where they couldnt finda file because it was misplaced or somebody else was using it?

Everybody can now see my files!No, not everyone can read everyone elses files in fact, not only do document imaging systems offer far more flexibility in sending andsharing files, but document imaging systems simultaneously enable strict auditingcontrols as to who can see what and who has seen which specific document or files. Ittakes far more than just an office key or access to a regular file cabinet to viewdocuments on a document imaging system.

Exposure to document imaging systems positive qualities is key and thus the importance oftraining (and follow-up training) especially hands-on training - cannot be over-estimated oroverstated: once properly trained and fully comfortable, users will become more familiar with andutilizing document imaging systems.

Expansion

Presently, the City of Camden possesses a fully networked and integrated document imagingsystem with a comprehensive disaster recovery service and backup system that is more thancapable of handling additional users. In fact Camdens system is so successful that it has recentlyenjoyed another first: that of being among the very few entities to bring into its system a sharedservices component, by which nine (9) other municipalities now link to the City of Camden.Significantly, a number of these municipal governments are suburban / semi-rural entities whichhave little in common with Camden other than a shared desire to implement a mutually conducivedocument imaging system. For more on this, click on the following link: http://www.njarchives.org/links/sharedservices/camdencity.html

The Southern Jersey Shared Services Coalition (in conjunction with the City of Camdensnetwork) answers to the need of a population of nearly 200,000 residents across an area over400 square miles. Owing to Camden's in-house expertise combined with dedicated documentimaging support, this system expanded outside of its originally contracted efforts and in theprocess, developed a viable model for others to follow.
http://www.njarchives.org/links/sharedservices/camdencity.htmlhttp://www.njarchives.org/links/sharedservices/camdencity.htmlhttp://www.njarchives.org/links/sharedservices/camdencity.htmlhttp://www.njarchives.org/links/sharedservices/camdencity.html


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Joining with the City of Camden, an additional grouping of ten (10)other municipalities joined in with the Citys records managementsystem to establish the Southern Jersey Shared Services Coalition(SJSSC). Following Camdens lead, each member obtained their owndocument imaging system, linking their respective systems with thatof Camdens to utilize Camdens extensive disaster recovery / data

support as well as to work with Camdens extensive knowledge andexpertise as it relates to both document imaging systems andCamdens records management background. This coalition of shareddocument imaging / records management services is among the veryfirst to be established within the State of New Jersey, with others nowfollowing this example.


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Practical Applications and Cost Savings

As with any major urban center, a wide variety as well as great volume - of documents needs tobe filed on a daily, routine basis. A physical count is difficult to do as with any major entities,needs change. One estimate for standardized document types across all departments is that of

approximately 400 document types, although it should be noted that some documents are usedfar more often than others.

Following a detailed formal study, it was determined that on a daily average within the City ofCamden, a total of over 6,000 documents are filed per day; multiplied over time, this is a rathersubstantial number. In addition, this count does not take into effect the number of documentswhich are recalled and reviewed, re-filed, referenced or referred and/or cross referenced by otherlocal / county and/or state agencies. Taking this figure of 6,000 documents filed per day on a city-wide basis and multiplying it out four times over is not an unreasonable count.

In response to these challenges, the Records Management Unit (RMU) of the City of Camdenundertook and continues to undertake - several actions:

1) Following its establishment by ordinance as a fully functioning and funded governmentalunit within the City of Camden, the RMU aggressively moved on the formal establishmentof a city-wide policies and procedures manual encompassing all city departments/agencies. His ordinance was drafted and approved by City Council and codified intomunicipal regulations (the first such ordinance formulated within the State of New Jersey)and is now used as a model for other municipalities.

2) The RMU conducted extensive training in regards to the management of documents(hard copy) as it relates to the storage and disposal following NJDARMs state statutorylaw regarding records retentions of each and every governmental document wasundertaken and still continues conducting regular training to both reinforce properrecords management and compliance with state regulations and statutory law.

3) The RMU conducts extensive and constant training in regards to utilization of thedocument management system. Regular training is vital as users cannot be expected toreceive minimal training. In addition, as users needs change, so too must the trainingcurriculum. The addition of new routines or applications will mandate training to reflectsuch changes and although such training can be easily attained, it must be noted thatrigorous training geared toward the users level of understanding whether it be basic,intermediate or advanced must take place on a regular basis.

4) Department by department overview and analysis of document and records activity tobetter understand and implement a truly effective document management system wasinitially undertaken, with occasional review of departmental operations to ensure thatcurrent records / document management operations meet both present expectations andfuture needs. Workflow models are routinely developed and reviewed to insure qualitycontrol and oversight of effective records management and document / files processing.


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Information that is gathered by way of direct discussion is fundamental to implementing anydocument imaging / records management solution. Without the active input and support of usersand agencies, no system implementation will be truly successful. Thus, understanding usersneeds at the lowest root level is crucial and requires substantial focus and analysis. As but oneexample, review was undertaken regarding installation of a document imaging system for agovernmental unit overseeing grant purchases at a city-wide level. Although seemingly stringent

and somewhat painfully detailed it is this kind of analysis that is required at all levels for allinvolved parties if the document imaging / workflow undertaken is to be truly effective.


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All of this was and continues to be - undertaken by Records Management Unit staff well-versedwith regards to state mandates as well as possessing extensive practical understanding of allfacets of municipal governmental operations (i.e., police and fire records requirements, taxassessor requirements, municipal clerk mandates, etc.). Effective, comprehensive municipalrecords management is not for the faint of heart.

Attaining Greater Efficiency

As with any governmental entity, the City utilizes many paper files, with many files often beingunnecessary and creating confusion. An internal study determined that, on average, an employeewill spend approximately 27 minutes seeking a physical hard copy file; this will vary dependingupon the department. The time spent searching is often greater given that research and inter-departmental /common files span across several departments. For example, zoning and planningapplications will require the involvement of several departments simultaneously: CodeEnforcement, Police / Fire, Development and Planning, City Council/Municipal Clerk as well asPlanning and Zoning Boards. Thus, applicant files can be spread out over a wide number ofdepartments / agencies, with employees attempting to ascertain the status of any givenapplication, sometimes reaching hours, if not days!

Nor, it should be noted, is this problem isolated with Camden alone, as this is commonlyexperienced within a number of many other municipalities specifically smaller to mid sizemunicipalities often do not possess the manpower to readily manage their files, but yet aremandated by law to do so (thus, the notion of shared services was borne out of othermunicipalities seeking to piggy back onto Camdens successes with Camden receiving amonetary benefit to do so while at the same time, these smaller municipalities are now able toreadily utilize the power of document imaging to their advantage).Following an internal study, it was determined that a total of nearly 700 file cabinets occupyingover 8,000 square feet currently exist within City Hall: To put this figure into perspective, this isequivalent to a wall measuring 90 feet by 90 feet consisting of file cabinets!

The amount of inactive permanent records (thatis, records which are not used but are mandatedto be maintained) held by the City range from1,200 to 1,500 standard bankers boxes for atotal of 2,400 to 3,000 square feet of paperwork.This is, however, only those files considered

permanent and inactive: one can well appreciatethe records management challenge of dealingwith regular day to day records held on site inCamden City Hall a building with nearly 22stories in height and possessing substantialsquare footage.


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Answering Significant Challenges with Limited Resources

The City of Camden first recorded official municipal minutes on February 13th, 1828. Over theyears, the City of Camden has played an important role in the development of Southern New

Jersey and its influence can still be felt throughout the State of New Jersey.

With age comes responsibility: Camden possesses many vital records and extensive historicaldocuments which must be afforded protection to the best of our ability. In terms of practicalrecords management, the City remains the county seat of Camden County, with many public and

private records often interred in andaround the general municipal confines.

As a consequence of Camdens age,the city holds a multitude of recordsand historical documents whichencompass a timeframe of nearly 200years.

As the City of Camden was formally

established in 1828, Camdens recordsare somewhat extensive, reachingback nearly 200 years. By law, the Cityis required to maintain its permanent /historical records (municipal minutes,resolutions, ordinance, etc.) and thusdespite its ground breaking effortsregarding historical preservation forhard copy, the City moved into the 21stcentury by not only conducting

preservation of hard copy documents,but also of conducting digitalization for

greater public access and review (utilizing the City's document imaging solution) through thewebview option.

Given Camdens weakened socio-economic status, finding a cost-effective solution wassomething greatly desired. Over the years, most of Camdens revenues are obtained throughState and Federal aid. Thus, both the State and Federal governments remain as majorstakeholders in Camdens operational services and any records management solution would alsoneed to satisfy their requirements on many levels.

In addition, given Camdens challenging situation, municipal operations desperately needed ameans by which to help focus what limited resources could be obtained to better serve the needsof the residents, as well as satisfy the needs of outside state agencies. Thus, any cost savingsretained is greatly desired, both through cost savings utilized in purchasing a solution but also thesavings attained through greater efficiencies; document imaging meets both those needs.

The Power of Document Imaging

What made the Camden system so attractive is the fact that the City went above and beyond thestandard requirements for NDJARM certification in terms of disaster recovery. As part of itssystem solution, redundant back-ups are performed daily and automatically to two (2) remotelocations within the continental United States - this, in addition to the City utilizing a DVD / RAID


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array and multi-server backup attracted other potential users to obtain the system and utilizeCamdens powerful disaster recovery services.

In addition to conducting day to day scanning, the City is also embarking upon an ambitious effortof electronically / digitally converting many of its records dating back to its founding in 1828 soas to allow both internal access as well as allow for internal access for users seeking to conduct

genealogical or historical research with such efforts being funded in large part throughcompetitive grants offered by state and federal funding sources, of which the City has successfulobtained for the past five years.

Utilizing a webview option permits not only greater public access, but also offers tremendousworkflow efficiencies by allowing the general public to view and determine the status of specificitems (permits, inspection results, application status, etc.) and also lessens the amount oftelephone calls offices receive. In addition, municipal staff can access records while workingoutside of the city (while attending meetings, conferences, etc.) during the course of their dailyroutines. In-house testing has also confirmed that the webview option works on wirelesshandhelds such as Palm Pilots, IPods, or other wireless communication devices. To see thisoption in action, click on the following weblink: http://www.ci.camden.nj.us/city/docimaging.html

Much of this information is accessed through a series of standardized approaches such as

through key word searching, searching by subject, via templates or through document type such as Resolution, Ordinances, contracts, etc. Work productivity and public access are greatlyenhanced while documents are protected through a series of redundant back-ups /comprehensive disaster recovery services, with access restricted to users who possess theappropriate authorization to access relevant records.
http://www.ci.camden.nj.us/city/docimaging.htmlhttp://www.ci.camden.nj.us/city/docimaging.html


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Immediate Financial Returns

Following an internal cost analysis, several significant findings were noted:

On a city-wide average, it costs $4.72 to file each and every document (1 page) in theCity of Camden; this will vary from department to department and in some cases, isnotably higher.

There is a daily city average labor cost exceeding $1,900 for filing documents; in somedepartments however, this amount is greater, reaching over $11,000 per day in filingcosts alone.

On average, it takes approximately 27 minutes for city personnel to retrieve any givenfile; for some departments it is less, while for others the delay can take longer.

Conservatively, City employees copy over 9,900 pages daily; multiply this by the numberof working days in a year and this amount exceeds 2,300,000 pages of paper usedduring the course of a year (to bring this figure into perspective, this represents over4,700 reams of copier paper - or 470 boxes of copy paper).

The City utilizes 669 file cabinets to store files, occupying over 8,000 square feet of officespace; this is equivalent to an area measuring 90 feet by 90 feet in size consisting ofnothing but with filing cabinets. For purposes of approximate comparison (as file cabinetscan vary in size), imagine a nine (9) story high wall made entirely of filing cabinets (i.e.,the height of the Camden County College parking garage at the intersection of Broadwayand Cooper Street).

A total of nearly 1,000 fax pages are sent daily from City offices, with a total of over250,000 pages faxed annually.

A total of 1,400 files are retrieved daily by City offices during the course of their workroutines with nearly 18,000 files retrieved during the course of the year.

A total of 6,200 files are filed (stored) daily within City Offices during the course of anaverage working day.

Document imaging and proper records management deliver a proven positive cost impact.Document imaging is a paperless solution and although it cannot completely eliminate paper, itwill greatly reduce it, achieving savings in toner / paper / copier supplies and maintenance, laborcosts associated with file retrieval, greater accountability and document security throughelectronic controls, redundant filing protection of files as well as enable ready electronic accessfor authorized personnel regardless of their physical location. 1

Other agencies which are undertaking similar actions regarding paperless solutions are that ofthe New Jersey State Senate and the New Jersey General Assembly, with the State Senate now

1One charge which was not included in this study is the cost of telephone calls associated with sending out faxes; thiswould also represent a cost savings as well. In addition, utilities for office spaces were not included as, over time, filecabinets would be removed, Departments would be able to better consolidate and utilize their office space, with theresulting utilities savings for smaller, more efficient work areas.


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issuing State Senators laptops in an effort to reduce paper costs and to enable greateroperational efficiency.2

Up front / realized cost savings (materials and storage) were as follows (annually):

Up Front Cost Savings

Copy supplies $56,104.00In-House file storage $128,448.00

Lost or Misplaced Files (inclusive of labor searching for lost files) $142,903.80

Copy costs $33,672.04

Total Immediate Savings: $361,127.84

And lastly, utilizing existing copier/scanners (MFDs) resulted in additional cost savings:

High Capacity Scanner $ 3,500.00Number of MFD's 54Total AdditionalSavings: $ 48,222.00

With document imaging, greater work efficiencies as well as better usage of limited staffing andoffice resources are achieved while delivering more bang for the buck.

The Shared Services Advantage

One of the greatest benefits that both the City and members of the SJSSC (shared servicescoalition) received was that of substantial costs savings. When considering the fact that the Cityof Camden undertook purchase and development for disaster recovery / IT infrastructure, wereview the detail cost below:

Doc Star Dedicated Shared Services Server $ 39,340.00Document Mall Offsite Electronic Storage $ 10,000.00

11 DocStar Licenses: @ $565 each (Shared Services Linkage toCamden Server) $ 5,085.00

4 port KVM Switch / Rack Mounted Computer Monitor for MultiServer Control $ 250.00

General Wiring / Network Integration Costs $ 2,250.00Uninterrupted Power Supply (UPS) for DocStar Control Station $ 220.00DocStar Annual Licensing for the Shared Services (Software) $ 565.00

NetConnect Module for DocStar System (Shared Services Server) $ 4,430.00Annual Support Contract for DocStar Shared Services Server

(Hardware) $ 1,425.00Uninterrupted Power Supply (Rack Mounted) $ 6,500.00

Symantec Anti-Virus Software (@ $346 per server / 2 servers) $ 346.00

General Network Consulting / Design / IT Support $ 30,000.00TOTALS: $ 100,411.00

and multiplying the total out for each member town ($100,411.00 x 10) the cost savings arerather substantial, yielding a potential total of $1 million in cost savings. Rather than eachmember purchase their respective disaster recovery systems, the City permitted linkage to its

2Senate Plans to Forego Paper, Courier Post, March 28th, 2010.


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own; it was not surprising that the Camden approach gained state governmental support andfunding.

Other costs savings through shared services also includes the sharing of training facilities, userinsight and practical exposure to system usage, as opposed to the repeated hiring of outsideconsultants or programming engineers.

As to what the City of Camden received (aside from good will and recognition for its efforts) theCity also received five (5) year commitment from each member to utilize the citys backbone inexchange for annual fees which ultimately covered the cost of the infrastructure installation andyear to year operational costs.

Taking Control of the Future

Effective records management is fundamental for any governmental entity to operate; greatercost efficiencies and more internal organizational responsiveness are attained through theimplementation of a comprehensive, well planned and strategically installed document imagingsystem. In addition, grater public access can be achieved while internal operations aretremendously enhanced through a document imaging especially one that is designed andproven to function within the needs of small, medium or large governmental entities.

Weblinks

New Jersey Division of Archives and Records Management (NJDARM):http://www.njarchives.org

PARIS (Public Archives and Records Infrastructure Program):http://www.njarchives.org/links/paris.html

City of Camden Document Imaging Public Access / Webview:http://www.ci.camden.nj.us/city/docimaging.html

City of Camden Records Management Unit:http://www.ci.camden.nj.us/recordsmanagement

State of New Jersey Shared Services Website:http://www.njarchives.org/links/sharedservices/camdencity.html
http://www.njarchives.org/links/sharedservices/camdencity.htmlhttp://www.njarchives.org/links/sharedservices/camdencity.htmlhttp://www.njarchives.org/links/sharedservices/camdencity.htmlhttp://www.ci.camden.nj.us/recordsmanagementhttp://www.ci.camden.nj.us/recordsmanagementhttp://www.ci.camden.nj.us/city/docimaging.htmlhttp://www.ci.camden.nj.us/city/docimaging.htmlhttp://www.njarchives.org/links/paris.htmlhttp://www.njarchives.org/links/paris.htmlhttp://www.njarchives.org/http://www.njarchives.org/


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About the Author

William E. Lutz holds extensive technical experience in regards to GIS (Geographical InformationSystems), advanced radio communications (EDACS 800 Megahertz systems) as well asDocument imaging system and has appeared as guest speaker at various conferences andlocales - among them, Victoria Arson Squad, Melbourne, Australia; MapWorld 2000, San Antonio;U.S. Department of Housing and Urban Development (U.S. Office of Urban EmpowermentZones), Missouri State Conference of Purchasers, St. Josephs University in Philadelphia(advanced GIS techniques) as well as the Delaware Valley Regional Conference on Anti-Terrorism.

Mr. Lutz has been interviewed by many media outlets on specific issues, inclusive of TheEconomist of London (Urban revitalization); New Jersey Network News (Wireless / Internet crimemapping systems); Dateline NBC (The 911 / Eddie Polec incident of Philadelphia); ThePhiladelphia Inquirer (regional crime mapping systems) and Government Procurement magazine(drafting technology specifications), with over 100 published works to his credit and twenty-threeyears of governmental service.

Mr. Lutz possesses a Masters in Public Administration, along with certifications regardingGeomatics (GIS), radio communications and background with regard to municipal finance.

Mr. Lutz presently serves as the Managing Director for his firm, WEL Associates and also servesas Partner for the Vanguard Management Group advising federal, state, county and municipalgovernmental agencies on technological developments and systems installations.

Mr. Lutz can be reached via his e-mail [email protected]; his LinkedIn profile is:

http://www.linkedIn.com/in/williamelutz .
http://www.linkedin.com/in/williamelutzmailto:[email protected]://www.linkedin.com/in/williamelutzhttp://www.linkedin.com/in/williamelutzmailto:[email protected]:[email protected]