gees) THE CITY OF NASHUA cha tea yp
Administrative Services Division
TS: Mayor Donchess
Finance Committee
From: Kim Kleiner, Director of Administrative Services
Date: July 7, 2020
Subject: Property Card Scanning and Data Management
The City of Nashua Assessing Department has maintained all property record files in a
vault for many years. Space is limited and these files to continue to grow, only
accessible to staff within the office or to the public by request. A request by a property
owner results in scanning and copying of multiple files by Assessing staff, a waste of
time and city resources.
Recently, with city staff working remotely due to the COVID19 pandemic, access to
these files was limited, sometimes causing delay in requests or property reviews. Due to
the recent pandemic the need for scanned records became very clear for ongoing
operations.
Scanning of our records will assist us in sharing public information contained within
property records instantly with a variety of users, such as staff and customers in multiple
locations. Scanned records can eliminate the need for costly reproduction and mailing.
They are also easier to track electronically. They can be retrieved, downloaded, indexed,
and searched by commonly used web applications or easily shared via e-mail.
Scanned documents will also provide backup copies of the city’s paper records in an
easily portable digital format. Many of the city’s records are dated and digitizing fragile
records preserves the integrity of the originals by allowing them to be handled less.
Often, the scanning process increases legibility of aging or hard-to-read records.
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