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Morgan Hill, California
96
Zucker Systems
Multiple electronic file systems are in use including Legistar, Laser Fiche and
several different drives. As a result, portions of the same planning file may be
stored in multiple locations that may not be linked, so staff may have to go to
several places to gather file information or conduct research;
Planner case file management protocols appear to be inconsistent, which often
hampers efficient case file management transitions from Contract Planners to
regular fulltime staff planners;
Staff is not sure whether any general file archiving protocols exist that tell staff
when paper files should be scanned and removed to archive; and
An out card system is not in use to help track and manage onsite paper files.
Staff interviewees stated that the Division does have scanning equipment so that paper
files can be scanned; however, paper case files are not currently scanned for the
purpose of electronic archiving. Scanning efforts are limited to scanning of individual
file documents, such as Approval Certificates and Resolutions. In addition, some
older over-the-counter case files, such as Sign and Tree Removal Permits have been
scanned, on an inconsistent basis, to Laserfiche.
Paper files are stored on-site in filing cabinets until there is a decision to box and
relocate them to an offsite facility. Staff noted that the Division stores as many files
onsite as possible to avoid sending files to archive because archive retrieval takes 2-4
days and hinders research.
100.
Recommendation:
The Community Development Director should program
and budget to scan all paper case files and plans at an appropriate quality so that
they are readable and can be accessed by TRAKiT.
101.
Recommendation:
The Community Development Director should ensure
that the TRAKiT system is configured to link with and accept file data from all
of the electronic filing systems that are or were in use in the Division.
102.
Recommendation:
Once the TRAKiT system is implemented, all new files
should be created, maintained and stored in the system; file data from other
sources should be linked or imported into TRAKiT and archived paper files
should be scanned and uploaded into TRAKiT.
103.
Recommendation:
The CDD should establish an out-card system to better
manage and track paper files kept onsite.