So Far, More Than 500 Boxes Of Documents Destroyed In Effort To Increase Electronic Records Storage
The effort of West U. City Secretary Thelma Lenz to update the city’s electronic record keeping has resulted so far in a saving of $3,000 per year in storage fees. The savings come from the destruction of more than 500 boxes of documents stored off-site.
In 2005, the city acquired Laserfiche electronic software as part of an attempt to reduce paper generated by city departments. After Lenz’s appointment in 2008, she reviewed the program and found that all departments were not utilizing the software. By October of last year, all city departments were given at least one scanner, and began scanning and inputting all new documents as well as attempting to catch up on the backlog.
Since then, Public Works employees have scanned in more than 18,000 documents, including all permits issued since 2002. From 2005 until June of 2008, Public Works staff has physically scanned in only 59 pages. The Parks and Recreation Department has scanned in more than 3,000 pages, the Finance Department more than 9,000 pages and the Fire Department more than 900 pages.
The city’s goal is to substantially reduce the 1,230 boxes of records stored off-site by the end of this year, as well as have the city’s electronic process approved by the state so electronic records will be considered original documents.