63 boxes scanned for the DA last month

In the month of November, the Imaging Lab scanned 63 boxes of District Attorney paper documents. Management highlights are summarized in this video ...



To see the complete details in a table, click on this POLARIS link.

Actual production report from the Imaging Lab

Monthly reports on Imaging Lab progress executing the FY 2011-2013 Work Plan are posted here a couple of weeks after the end of each month.

Here is the management highlights video for the month of October ...



For more detail in a table, click on the POLARIS link below:

POLARIS

Fiscal Year 2011 Begins Today

Monthly reports to management begin today, the first day of FY 2011. Management highlights will be delivered in a brief video overview. Click below to see the introduction to the monthly production reporting system at the Imaging Lab.





Every month, details on the specific inputs will be linked via POLARIS on Google Docs, just as the line of text below, if clicked upon, will open a secure file that presents production information in graphs and tables.

POLARIS

FY 2011-2013 IMAGING LAB WORK PLAN

BACKGROUND / INTRODUCTION TO THE IMAGING LAB WORK PLAN

The RMCR Imaging Lab converts content from the form it’s in to the form it needs to be in to meet the business needs of County departments. Key customers are the County and District Clerks, whose volumes of records demand significant investments to maintain compliance with the legal and regulatory framework in which County government operates.

Other customer departments have specialized needs for conversion services – from paper to digital, or from microfilm to digital – to support their operations efficiently. Typically, these departments don’t have enough demand for these specialized needs to justify their own scanning or microfilming equipment. But taken together, these demands are best met by a centralized content conversion facility that makes it easier to manage information and provide a shared resource for County departments to manage records efficiently.

In 2009-2010, the Imaging Lab was the focus of a renewed effort at the Department Director level to conduct a 360-degree review of all operational processes, performance measurement tools, and the analysis of management information. Roles and responsibilities were modified to adjust to changing circumstances and improve accountability. The POLARIS system was developed and implemented to measure employee productivity and business process efficiency. This rigorous and comprehensive regime combines employee logs, machine-generated reports, and an audit function to organize production and identify savings, including those possible through outsourcing.

In 2010, RMCR collaborated with the District and County Attorneys and Criminal Justice Planning to secure federal grant funding to digitize prosecutor records. These case files are typically recalled from offsite storage warehouses in the suburbs every week, used in court, and then trucked back out of town again, over and over. The imaging initiatives will divert this content stream from Iron Mountain to a County-managed system that will speed the delivery of criminal justice and reduce air pollution.