Document
Digitization
Project & Status Update
Eleanor Manzano – City Clerk Mike Cook – IT Director
February 3, 2026
Project Goals
Create an easy to use
online public portal
Electronic internal
processes
Preservation of official
city records
Strengthen record
retention practices
2 Project Goals
3 Approx. ~250 PRR’s
Annually for Building
Permits Alone
Current State
4 •Millions of physical records across
nearly every department •Heavy reliance on paper, emailed PDF’s and shared drives •Manual recordkeeping and disposition •City has used Laserfiche since 1998 with millions of records already digitized
in a few departments. Majority of
departments still maintaining paper
records
Recent Accomplishments
• Laserfiche environment rebuilt and modernized
• Trusted backups
• Department-by-department discovery
• IT Analyst vacancy filled with experienced records
professional
• Temporary and part-time positions filled in the City
Clerk’s Office to assist with departments reviewing,
scanning and assisting with allocating file in Laserfiche. 5 Recent Accomplishments
• 987 boxes destroyed in the last 6 months following
retention schedules
• Proof of Value with Amazon Web Services
• Active scanning and electronic ingestion underway
• Reviewed 272k of 444k pages of historical building
permits
• Extensive review of building permits and related
documentation
• Began import of over 33k permits for the 2020-2024
6 Next Steps
Now: Building Permits
Pilot: Fire Department (235 boxes, 36,000 plans)
Scanning Phase 1 (FY 2026): Waterfront, Planning, Transit, HR ~2.7 million documents
Electronic forms
Finance workflows nearing launch
HR workflows in development
Public-facing processes shifting to digital tools at intake 7 Council Considerations
• Major Undertaking - cleanup, digitization, process
modernization
• Will take several years
• Likely to see budget requests in future fiscal years.
Scanning largest cost driver.
8 Recommendation
• Recommendation to receive and file the project
status update
9