ITEM:		CONSENT CALENDAR
7.	CONSIDER EXPENDITURE FOR TEMPORARY AGENCY EMPLOYEE TO ASSIST WITH ELECTRONIC DOCUMENT STORAGE DURING FY 2018-2019
Meeting Date:			June 18, 2018	Budgeted:	Yes
From:			David J. Stoldt,	Program/	Temporary Personnel
			General Manager	Line Item No.:
Prepared By:			Suresh Prasad	Cost Estimate:	$25,000
General Counsel Approval: N/A
Committee Recommendation: The Administrative Committee reviewed this item on June 11, 2018 and recommended approval.
CEQA Compliance: This action does not constitute a project as defined by the California Environmental Quality Act Guidelines Section 15378.

SUMMARY: As part of the District’s efforts to reduce physical storage needs of hard copy documents, archive historical documents, and efficiently manage these documents, all paper documents will need to be scanned, tagged and cataloged by a skilled temporary worker employed through a local staffing agency.

It is envisioned that all scanning, tagging and cataloging of District records would take approximately six months to complete.

RECOMMENDATION: Staff recommends that the Board authorize the expenditure of funds for a local staffing agency to provide an individual, or successive individuals if necessary, for six months to perform scanning project for the District. The approval of this item is contingent upon the adoption of FY 2018-2019 budget by the Board.

BACKGROUND: The District has many historical documents, personnel records, and environmental data across all divisions.  Migrating these records into a document management system will preserve the data, increase efficiency for retrieval, and promote the workflow of certain tasks.

The assistance of a temporary worker to digitize these documents will allows staff to continue with their regular daily tasks. The temporary worker would focus on data scanning during the time of his or her assignment and would not provide other clerical or office assistance.

EXHIBIT

None

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