Power to the People - Strategies for Managing and Opening Public Data
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Transcript of Power to the People - Strategies for Managing and Opening Public Data
#EMPOWER16#EMPOWER16
Power to the PeopleStrategies for Managing and Opening Public Data
Applications ManagerTim Nolan
L’Cena ParsonsRecords Manager
Bala PalaniswamySenior Applications Developer
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Caretaker of Information Cost Effective Preservation and Availability
of Records Ensure Mandated Retention Schedules Preservation Standards Purveyor of Trust
Records Responsibilities
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No Retention Tracking Silos of Information Multiple Solutions Increase in Cases Filed Open Records Requests No backups Out of Space Security
Why ?
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Over Capacity
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1st notice allows 30 days 10 day grace period notice Notification of transfer of boxes within 5
days of grace period
Records Policy
Electronic record is the official county record Same notification process as paper Documents outside of retention will not be
scanned
Inventory sheets are required for intake Official request for transfer for storage or
shredding must be submitted Copies and/or drafts not accepted for
storage
Shred Bins
Electronic Records
Shred ServicesBox Transfer / Intake
Paper Documents
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Reduce
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Enthusiastic Workforce
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Tax Office County Clerk Healthcare Auditors Office District Clerk Juvenile Probation Sheriff’s Office Development Services Justices of the Peace Elections
Departmental Usage
District Attorney Substance Abuse WIC Constables Human Resources Medical Examiner Purchasing Jail Medical Public Works Facilities
Potential UsersTop Users
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Future Records ProjectsProject DescriptioneRMS Retentions Retention verification and cleanupeRMS Structure Record Series and folder structure cleanup
Microfilm Inventory Identify inventory by department and verify retentions
Tax Books Retention verification and archival of historical books
Backscanning Medical Examiner; Facilities; HR; DA; Comm. Court
Laserfiche Onboarding IT/Admin Travel; Internal Office automation
Records Policy Acknowledgement Automated acknowledgement of Records Policy
Warehouse shelf consolidation Merging of boxes from various shelves in warehouse
District Attorney – Paper Process Solutions to stop creation of future paper files
Workflow/Import Agent Fire Marshal, Dev Services, ODY Retention, Destruction Notifications
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Beyond Records
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Agile Methodology
en.wikipedia.org/wiki/Scrum_(software_development)
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Most of Laserfiche is exposed to development team
Invaluable in back-end integrations Utilized SDK to convert >1M images from
color to B/W Saving months of staff hours of manual
conversion Recovered disk space
Laserfiche Software Developer’s Kit (SDK)
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Odyssey Closed Cases Retention for case files LF notification when retention is met
RT Lawrence property tax coupon and check scanning
Saves 10 days in processing Earned >$1M in interest
Property Tax Lookup Affinity Saved $50K
Motor Vehicle Receipts OCR Scheduler (MCCi) 500 Boxes eliminated per year
GIS Building permits with location
Integrations
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Genealogy Corner Historic Marriage Licenses School Census Records
Document Acknowledgement Personal Financial Statements eStamp Campaign Contributions Foreclosures Email Retention (Case related) Citizen Boards & User Groups
Application Development
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Historic Marriage Licenses Historic School Census records WWII Veterans Book All Elected Officials
Genealogy Corner
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Document Acknowledgement
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Drag & Drop Stamp Use for all filed documents Simple
eStamp
‘10 ‘11 ‘12
Drag & Drop
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Drag/Drop case-related emails Automated workflow eRMS manages retention Purge after retention is up Simple
Email Retention
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Case-by-Case Pattern Search
• ie, SSN, TxDL Staff Review
On-Demand Redaction
1 2
3
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Campaign Contributions
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Fully Automated eRMS On-Demand Redaction Commissioners Court Packets Integration with GIS Integration with ERP Less Space Paper-less
The Future…
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Contacts
L’Cena Parsons, Collin County, TexasRecords [email protected]
Tim Nolan, Collin County, [email protected]
nolantim
@plotboy
TimNolan3
Bala Palaniswamy, Collin County, [email protected]
http://bit.ly/BalaLinkedIn