Finance Committee — 03/02/2022 Page 3
Mayor Donchess
How much do you think there is to go?
Kim Kleiner, Administrative Services Director
Well right now he is estimating there’s only about 103 boxes and we believe that to be another 300,000 documents.
Mayor Donchess
Okay. All right, go on.
Kim Kleiner, Administrative Services Director
So at the time of the 2020 contract, we were beginning to renovate City Hall, so our staff was relocated from the
Assessing office. They were allowed back in to box the files, but not to go through the files and take out the non-public
documents. So everything got sent to be scanned. We worked that in. We rotated them as our staff came in to scan.
The contractor stopped their work, they grabbed the boxes, brought in the boxes that had been returned, and we did that
all throughout COVID.
So we have these documents now that are within the Docuware System and 103 boxes to go. The property when they
are scanned into the Docuware System, they’re typed. So when you look at the quote and it says “indexing” that’s what
that means. The records are actually typed so it may be an income statement, it may be a property record card, it may be
correspondence, whatever type of document it is. That’s going to make it extremely less complicated when we go through
it to mark it either a public or private document because we can go by type. All property record cards are public
information. Go to the type, bring up all the property record cards, mark them all public. Relatively easy.
You get into a little bit harder when it’s correspondence, right, because maybe there may be things in that correspondence
that we actually have to read. | don’t want to give anyone the impression that we have a million documents that we have
to go read the whole entire document. That’s not what’s going to happen. Many will be typed and marked “public” or
“private” by their type. Some will have to be looked at more thoroughly. The issue came into hand, and | agree, that we
had a lot of projects on the table, so we had the construction. Staff wasn’t in. We had COVID and now we have the
reevaluation. So the staff is stretched thin. We do currently have training for all of the staff planned for Monday and
Wednesday of next week. So they'll all be trained on the system, have access to the system, and we can start marking
the documents we already have.
Inception believes that if this is approved, we can get the remaining documents scanned by June so then the scanning is
complete. We have started marking the documents. We’re putting the $7,500 for the public interface into our budget for
July. We can start that as soon as the budget is passed for July and hopefully we’re at a point where at least some of
those records — the ones that we know are going to be public can be turned on and accessed.
Mayor Donchess
And the point here is to put all these documents on the city website?
Kim Kleiner, Administrative Services Director
Yes Sir. It will be by a link that will bring the public right into the Docuware System and it will bring up all the public
available documents.
Mayor Donchess
So anybody can see any document in any of the 29,000 property files as long as it’s a public document?
Kim Kleiner, Administrative Services Director
That's correct.
Mayor Donchess
Without coming to City Hall?
