City of Oak Creek

Common Council Report

Meeting Date:  02/06/07

Item No.:        

Recommendation:  That the Common Council approve the request of the City Clerk to hire one (1) part-time 600-hr per year clerical position to implement and maintain the document imaging process for Clerk’s office records.

Background: 

Several years ago, the Council authorized the IT Manager and City Clerk to research a document imaging program that would allow the City to scan and store documents on computer software instead of maintaining all paper records.  This would alleviate part of the multiplying problems we face due to lack of space for storing documents. 

Currently, permanent and irreplaceable records do not have a back-up.  Many routine documents in the City’s files are not required to be kept longer than a basic retention period, which could be under seven years, but keeping them in regular storage adds volume to already overburdened storage space. A suitable document imaging software program is now available, and will be presented to the Council at a future meeting.   

The part-time employee’s assignment would be to scan permanent records and historic documents as part of the document imaging process, according to criteria established by the Clerk’s office and the IT department.  The employee would also be assigned to scan documents that are not considered permanent, but have specific retention periods, to allow the elimination of some paper copies.

Fiscal Impact: 

The 2007 budget for General Government-Part-time Salaries includes $6,160 for this position.

Prepared by and Fiscal Review by: Beverly A. Buretta, CMC City Clerk/Comptroller

Respectfully submitted, Patrick DeGrave City Administrator