The current microfiche archiving method is outdated and tedious. The following is a list of the primary drawbacks with the current microfiche:

• The quality of microfiche is low; some of the small details and fine lines on the paper documents do not convert clearly.
• Because the microfiche is a physical document, only one person can view a record at any given time. Additionally, only one microfiche viewer is available for use by the public and staff. Often times this causes customers and staff to have to wait for the machine to be available.
• Although there is one back-up copy of all microfiche, it is not easily accessible and retrievable. If a microfiche record gets lost or misplaced, it is extremely difficult to retrieve.
• A lot of staff time is spent filing and re-filing the microfiche in the correct order. The microfiche has not always been filed accurately, leaving many records virtually lost amongst the over 400,000 other records.
• The microfiche viewer only prints copies on 8-1/2" x 11" paper. Many of the documents are plan size so they must be sent out for hard copies.

Electronic archiving has many benefits over the microfiche format. The main benefits are listed below:

• All records will be stored on a network allowing all staff to view the records from their desk, which provides many benefits. First, this eliminates the need to manually file records and will save approximately 400 staff hours annually. Second, this eliminates the chance of any lost or misfiled records and the approximately 5 staff hours spent searching for each lost record. Finally, it will be easier to retrieve and view documents by both staff and customers.
• Records will also be easier to locate. Electronic archiving will allow records to be cross-referenced (i.e. searchable by project number, address, permit type, etc.). Currently, all microfiche is only available by project address and since addresses can change over time many older records are difficult to locate. This will ensure that staff and customers are able to view all documents related to a specific address or project.
• Converting paper documents to an electronic image preserves all of the details, and when printed out, is just as clear as the original document. Additionally, staff will be able to print all documents in-house on existing equipment, eliminating the need to outsource for printing and the turnaround time.
• The security of the records will be improved. All records will be stored on a network (which is backed up daily) and two CD-ROMs (one maintained at City Hall and one stored off site). This will allow for easily available back-up documentation in the event of a disaster.
• Additionally, the process of preparing documents to be archived will be streamlined, saving approximately 200 hours of staff time annually.

The estimated staff time that will be saved with electronic archiving is a combination of contract personnel and full-time permanent staff hours. The contract personnel hours used will be reduced upon conversion. The full-time permanent staff hours saved will be utilized for other priorities such as providing additional assistance at the One-Stop Permit counter.

Staff recommends a special project be established to convert the existing microfilm to an electronic format and purchase required software/hardware. The special project will be created with $180,000 from the FY 2001/02 CDD operating budget and $120,000 from construction permit revenue (this is revenue received above the planned amounts). The CDD operating budget has savings in the current fiscal year for two reasons. First, hours added two years ago to handle the tremendous volume of development activity are not needed in the current year with the economic slowdown. These hours have been reduced for next fiscal year, but generated savings in the current year. Second, vacant staff positions have resulted in one-time savings. The construction permit revenue is slightly above the planned amount because more permits were issued than staff estimated for revenue projections. Based on year to date revenues, staff anticipates total construction permit revenue will be 2% above plan.

The on-going archiving of paper documents will also be done in an electronic format and the existing archiving budget will continue to be used for that purpose.