Development Services Review. Final Report. Zucker July 2016

 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 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.  An out card system is not in use to help track and manage onsite paper files. 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.

Morgan Hill, California

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Zucker Systems