Minutes - Goodhue County

the confidential portion of the document. The first step of this entire process should be to get all
of the documents scanned.
L. Hanni asked if each department needed to have a laser fiche scanner. M. West suggested that
the county setup workstations that a number of departments work off of. L. Hanni commented
that she already had a nice scanner and did not want to spend the money on another. M. West
stated that there were a number of scanners that would work with the program. If the scanner is
not compatible with the program, then they could scan the document to pdf. and drop the pdf file
into the laser fiche software.
M. West noted that this program contained five different layers of security. They can also setup
the program to have global access. L. Hanni asked if every computer would need to have the
software. M. West agreed but this could be done through the web. There is also a client
interface and a web interface.
S. Betcher asked about maintenance on the scanners. A lot of the documents in the vault are
dusty and dirty. M. West stated that wiping it down with a dry cloth after using it and a weekly
wipe down with soap and water would be sufficient.
S. Betcher asked how much server space was needed for this. M. West stated that the
information could be stored on any server and 100 gig would be sufficient. Blue Earth and
Anoka County currently use this program, in addition to a large number of cities. R. Johnson
asked if Blue Earth and Anoka had policies on this. M. West agreed that they did.
R. Johnson noted that the city of Red Wing hired a number of interns to scan their documents.
L. Hanni suggested that Public Health continue to use the product and work out any bugs.
A. Benck asked about the information in the vault. A lot of the items there belonged to Court
Administration. She asked the First Judicial District was doing anything with their documents.
Y. Black stated that the state pays a company to come in and take their files and scan them to an
electronic version. They keep the files and all that is left is the electronic version. Eventually,
the files in the vault that belong to Court Administration will not be there.
L. Hanni noted that this process would definitely be a workload issue.
T. Seifert asked about the cost. R. Johnson and P. Sorenson will pull together numbers for cost.
P. Sorenson noted that in order for this program to be effective, it would need to be global.
S. Betcher stated that each department would need to have a reliable person doing the scanning.
Each file would need to be gone through. Also, if the county chose to go through with this, then
the entire file should be electronic rather then both.
L. Hanni noted that she already had a lot of the files electronically and was not sure there was a
need to convert them to laser fiche.
Prepared by A. Benck 2 of 3 October 3, 2006