SR-400-08-01
PCD:B&S:TM:F:\BuildingAndSafety\Share\Admin\Administration\Consultants\Records Management
COUNCIL MEETING: February 14, 2006 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Permit and Plan Document Imaging
INTRODUCTION
This report recommends that the City Council authorize the City Manager to negotiate
and execute a contract with PC Imaging to scan, index and import permit and plan
document images. This action implements another recommendation of Matrix
Consulting Groups review of the City’s permit, plan check, inspection and code
enforcement processes.
BACKGROUND
The Planning and Community Development Department maintains and files all property
records pertaining to planning approvals, building permits and related plans and reports
as official City records. Currently, only a small portion of these documents are stored in
digital format in the City’s Imaging repository.
In July 2004, the Matrix Consulting Group completed an evaluation of the City’s permit,
plan check, inspection, and code enforcement processes. Matrix recommended that
permit records and related plans be digitized. To implement this recommendation, staff
prepared a Request For Proposal and evaluated responses from potential imaging
conversion vendors. Staff met with several vendors to discuss and evaluate their
methodology, experience and ability to manage this project.
DISCUSSION
Planning approvals, building permits and related plans and reports are public records.
The Planning and Community Development Department receives approximately 1,200
public records requests per fiscal year. In addition, realtors, property owners, potential
property buyers, developers, attorneys and City staff research the permit history of
properties and review property records at the Permit Center public counter daily.
Currently, paper-based records are stored either at City Hall or in an off-site archive.
Retrieving files from archives causes a substantial delay in processing requests.
Additionally, paper-based documents are subject to misfiling, deterioration and
damage/destruction by water or fire. To provide expedient and reliable public service
for public records requests, these documents should be readily available for on-line
review via the City website and at a kiosk at the public counter. The conversion of all
paper property records into digital format will allow fast, easy and secure document
storage and retrieval.
Based on a thorough review and evaluation of the responses, PC Imaging provides the
best combination of experience, quality control mechanisms, methodology and
competitive fees.
BUDGET/ FINANCIAL IMPACT
Funds for these services are available in account P010769.589000. Funding to
continue the activity in subsequent years will be contingent upon budgeting the
necessary funds and potentially adopting a Records Imaging fee.
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with PC Imaging to scan, index and import permit and plan
documents images in an amount not to exceed $750,000.
Prepared by: Andy Agle, Interim Director, Planning and Community Development
Timothy P. McCormick, Building Officer, Building & Safety
Jory Wolf, Chief Information Officer, Information Systems Division
David Yeskel, Systems, Analyst, Information Systems Division
Jeanine Plute, Business Assistant, Building & Safety
Reference Contract No. 8558 (CCS)
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