Finance Committee - 07/15/2020 Page 6
And you mentioned about the private possible or that there will be, the plan is in the future to have a public and
I'll call it a City side of it where there would be some private information. So in aspect to that, there are two
questions here. One is how many of the items do you feel are going to be scanned and the second is that
private information will that be accessible to anybody in the Assessing Department or will that be much like
how they do in hospitals? Not everybody can see a particular patient’s record. So would you have levels of
security for that or those pieces of more private information like income and so on.
Director Kleiner
So quite often the items like income statements and things of that sort, those will only be seen by the
Assessing Department; that’s who needs to see them. They have Certifications to deal with these types of
records, but certainly we want to open it up so that the Building Department could access the Assessing
records that may be a property record card, or a map or something that may benefit a Building Inspector who is
going out to do a building inspection. So there will be “Assessing Only” document and then there will be
documents that could be public meaning to other Departments or outside the City.
This quote, we did go through the vault, that’s where our records are kept and they estimated that we have
around 100,000 documents that need to be scanned and that’s what this quote is based off of. You will see
that there is a line in the quote that should that estimate be wrong, the price could change.
Alderman Klee
Ok thank you and so just to there will be different levels of security, different levels of accessible information
depending upon what your role is with the public, city and assessing and so on and so forth. Thank you so
much, | think that will make the public feel a little bit more safe about some of their information. | appreciate
that.
Director Kleiner
You're welcome.
Mayor Donchess
Any other questions or comments? Alderwoman Lu.
Alderwoman Lu
Thank you, Mr. Mayor. | Know that the property records are available on-line, not the property records, the
cards are available on-line already. When you say “property record files” what do you mean? Do you also
include the files in the building permit office that has building permit, etc.
Director Kleiner
That’s a great question. So | think a lot of people get confused or don’t quite understand what the difference is
between a property record card and your property record file. So your property record file could contain
everything, all the history of that property from the time you pulled the permit to erect the property. So you
could have planning and zoning maps in there. You would certainly have building permits that have been
pulled and executed and assessed by our Assessors. Those would be in there. You would have property
record cards from different points in time where the assessment on that property has changed. You could also
have abatement information in your property record file. You could have documents that have been received
or requested on the property by either a financial institution or a member or a resident has reached out and
made inquiries on the property.
