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: