HomeMy WebLinkAboutRMAB Minutes 2014-01-01RMAB
AGENDA and MEMO
February 14, 2014 at Noon
Aurora Room
1. Report of progress and Presentation of Laserfische – County Shared Services Grant
a. All Minutes – PB ZBA and Town Board
b. All Building Permits
c. All Appeal Folders
2. What’s next
a. Property Folders
b. Possibly Maps
c. Forms
3. Other topics
The Laserfische program is well underway with the above listed record series scanned into the system
by Challenge Industries. Almost all of the scanning was covered under the shared services grant with
the Records Management budget covering the remainder.
The downside of the scanning process using Challenge Industries was that they did not put the
documents back in place perfectly and they scanned a number of unnecessary pages. For example, I
told the manager not to scan large booklets of information (500pages or so) but some staff did. Also,
given the turnaround time restraints enforced by the State we did not have time to “purge” the
documents so miscellaneous notes and the like were scanned.
This “purging” will now happen during downtime by administrative support staff from all departments.
It will take a couple of years, but moving forward, town staff will be scanning the documents in the
correct order and purging as they go along.
Property folders are being purged at this time and will be scanned by staff. We need to decide at that
time whether we want to keep paper copies of documents that have less than a permanent retention.
The County is applying for a grant to scan maps and drawings for the TSSER group. Waiting to hear on
that one, but the County has said we are welcome to take maps over there and scan them ourselves at
any time. I do not foresee that happening until 2016 at the earliest given our work load purging
Laserfische and launching Municity.
The County has purchased the Forms module that works with Laserfiche and will be testing various
standardized forms and then allowing municipalities to use the feature. As I understand it, a form such
as a building permit could be filled out online and sent to the town standardizing all fields and allowing
for easier interface into Municity and easier retrieval and searching. There is also a payment mechanism
for credit cards. I don’t have a lot of details yet and we will not be moving forward on this for at least
another year. This will involve a lot of discussion and decisions from various departments prior to any
decision to move forward.