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r, <br />BOOK 10PAGE <br />7. C. DOCUMENT MANAGEMENT & IMAGING SEMINAR <br />The Board reviewed a Memorandum of January 6, 1998: <br />To: Board of County Commissioners <br />From: Alice E. White, Executive Aide <br />Date: January 6, 1998 <br />Subject: Document Management and Imaging Seminar <br />Ft. Lauderdale, Florida - January 28, 1998 <br />I am requesting permission for me and appropriate staff to attend this seminar. <br />The main speaker formerly worked with the Florida Division of Records and <br />Archives, and has helped set up numerous document management and <br />imaging systems. <br />THE 0 INNOWON GROUPS <br />The Florida Innovation Groups r! and hosts Broward County and The City of Temple Terrace <br />present <br />Document Management and Imaging <br />Wednesday, January 28,1998 — Broward County, FL Lauderdale, FL <br />Thursday, January 29,1998 — City of Temple Terrace, FL <br />Document imaging systems allow local governments to process, store, retrieve and manage paper and electronic <br />documents more efficiently and effectively. Imaging allows any form of media to be digitized by scanning and <br />storing the information in a graphic image and/or a text file. Once stored, this enables users to retrieve the needed <br />documents from a collection of thousands or millions in a matter of seconds while reducing the space requirement <br />of hard copy by up to 98 percent. <br />Some governments are already using electronic storage, however, problems with records management, indexing, <br />retention and deleting files are already creeping in. This one -day workshop will focus on document imaging and <br />management, the "smart" design of a system based on a needs analysis, tools and equipment, costs involved, <br />retention management and legal requirements. Dr. Powder will address hardware, long and short-term storage <br />issues, retention schedules, the advantages and disadvantages of electronic storage and more. A 120 -page <br />guidebook will be included <br />Learn about: <br />. The hardware and software components of an <br />imaging system. <br />. The storage options available. <br />. How to scale and cost justify an imaging system. <br />. How imaging systems meet audit and long-term <br />records retention requirements. <br />. How other jurisdictions use the technology to <br />serve customers more efficiently and effectively. <br />. Records indexing and retention. <br />. Deleting files— purging and expungement. <br />Workshop Agenda: <br />Registration is from 8:30 a.m. - 9:00 am. <br />9:00 am. <br />Overview of Imaging Technology <br />9:30 am. <br />Tools for Process Innovation <br />10:30 am. <br />Imaging Technology <br />11:30 a.m. <br />Question and Answer Session <br />12:00p.m. <br />Lunch (on your own) <br />1:00 P.M. <br />Planning an Imaging Strategy <br />2:15 p.m. <br />Local Government Examples <br />3:15 p.m. <br />Legal Aspects/Retention <br />3:45 p.m. <br />Questions and Answers <br />4:00 p.m. <br />Wrap-up <br />About the premier. <br />Charles Powder. Ph.D., is the Chief Executive of Creative Microsystems. software developers and systems integrators specializing in <br />implementing new technologies for local governments. Chuck has more than 15 years of knowledge in software and systems design <br />and support experience. Creative Microsystems has developed governmental management and public safety systems for more than 300 <br />local governments, villages to counties. covering all departments: finance, planning and building, libraries, city clerk, the courts and <br />others. <br />JANUARY 13, 1998 <br />65 1 <br />