City Council Study Session Agenda and Packet 2008 06 10

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o On-line Job Application (HR Item # 1) Convert Legacy Data to Electronic data To facilitate the objective above, relevant legacy data (which are all the old paper documents, drawings, etc.) needs to be converted into electronic format. Typically this will be done by scanning either in- house or by outside service bureaus (CMO-Clerks Items# 1-3), and needs will vary by department (Planning Items# 3-4, PubWks Items# 10-11). Day-forward data will be created and stored in electronic format in a central document management database called LaserFiche (CMO-Clerks Item# 1) in accordance with mandated retention policies. Implement New Hardware and Software Applications In order to increase the efficiency and effectiveness of our staff, it is necessary to modernize outdated legacy hardware and software applications. Additionally, we plan on updating our processes where no technology applications are being used currently. This includes: • GIS -Geographic Information Systems is a data analysis and management system that is the de facto standard for municipalities to cross-reference city-related maps and data. This will involve the participation of multiple departments' staff, and will enable a marked increase in productivity and efficiency across multiple departments. (Planning Items #1 & 6) Public Safety Applications - As the City moves forward, more IT-related technologies are becoming a part of Public Safety applications. PD communication interoperabilitytyith State, County and Municipal Public Safety agencies (PD Item # 6), and new methods of video evidence capture, transmission and storage (PD Item # 2) will require a higher level of interaction between PD and IT. More surveillance cameras and attendant storage requirements will also be needed (PD Items # 3-5, Parks& Rec Items# 1&4, PubWks Item# 13). Wireless Water Meters -Old meters reaching the end of useful life cycles will be replaced with the next generation hardware, incrf;asing the efficiency of the entire system (PubWks Item# 15). See also: HR Items# 3-6, PubWks Item# 2 Data Storage, Retrieval, Management and Backup As more of our city-related information goes digital, as outlined in the above three objectives, the demands on the IT department to store and manage that data will increase. Not only will we need more storage capacity (hardware), we will need larger backups for this data (tapes, etc.), and as time goes on and regulations change, we will definitely need to change our security procedures as they relate to that data (consider HIPPA, eDiscovery, and Sarbanes-Oxley requirements). Things to consider are: • Increasing storage capacity -More hard drives, NAS devices (IT Item #10) • Analyze Backup Requirements (HR Item #10) • Increase data security (IT Item # 1) • Possibilities of redundant and/or off-site storage (HR Item #2) • Disaster Recovery Planning for that data (HR Item #2) Equipment Replacement The City periodically replaces computer hardware equipment according to aCity-defined lifespan. Desktop Workstation will need to be replaced during the coming 6-year time frame (IT Item# 5). Depending on the time frame, and our judgment call on the impact to the staff's productivity, the possible implementation of Windows Vista and Office 2007 (and the necessary re-education required of