1. Committee on Information Technology Planning and Budget Sub-Committee
Board of Supervisors
Legislative Record Digitization
April 27, 2012

2. Project Business Objectives
More efficiently and effectively comply with the Board of Supervisors’ mandate to maintain the City and County’s legislative record
Fully digitize the City and County of San Francisco’s legislative record
Allow the public to electronically retrieve documents

3. Project Deliverables Hire records manager
Current fiscal year, no additional funding requested
Create comprehensive records management strategy
For existing paper documents and multiple electronic archival systems
Determine naming conventions
Scan and index paper documents
Store legislative record online for quick and easy web-based access

4. Project Budget Summary
Estimated $400,000 Project Cost
$145,000 database and web portal creation
900 – 1,000 hours at $150 per hour
$255,000 scanning costs
$100,000 to prepare files
$100,000 to scan files
$50,000 for Quality Control
$5,000 for indexing
Ongoing costs estimated at less than $5,000 per year if database created instead of software purchased

5. Cost/Benefit Analysis
Reduce current estimated staff records retrieval annual expense of $170,000
Approximately 1.8 FTE retrieve documents for the public (~40% of four 1426s’ time and ~20% of one 0952, plus benefits)
Cut approximately $4,000 annual vendor cost for physical document retrieval
Have a positive environmental impact from reduced paper

6. Project Scope Summary
The records digitization project will develop and implement an electronic records retention and document management system
Standardize document management system for current paper and electronic documents
Create database and web portal for all legislative record documentation to be searchable
Digitize paper records
Implement new search tool

7. Project Schedule Summary
Jun 2012 Jun 2012 – Jun 2013 Jul 2013 Oct 2013 – Jan 2014 Feb – May 2014 Jun 2014
Hire records manager Create comprehensive records management strategy Begin procurement process for database programmer Create database and web portal Digitize paper records Implement search tool 7

8. High Level Mitigation Plan Impact: Cost, Scope, Time
Risks & Opportunities
Risk Description
Triggers
High Level Mitigation Plan
Impact: Cost, Scope, Time
Opportunity to allow public direct, immediate access to legislative record
Implement records digitization, archival and retrieval
N/A
Reduces staff time and vendor costs for records retrieval
Loss of records from hard copy disintegration or document destruction/loss
Legislative records lose physical integrity with age or disaster in storage facility
None
Non-compliance with record keeping mandates

9. Opportunities for Collaboration
Records digitization, archival and retrieval to work with existing Legistar system
Potential collaboration with Library

10. Project Team Summary Project Manager Technical Expert/IT Coordination
Records Manager
Technical Expert/IT Coordination
Business Analyst
Support Roles
Deputy Director, Operations
Deputy Director, Administration & Finance
IT Staff (two 1022 positions)
Operations Staff (four 1426 positions)