Assessment and Requirements Overview:
It is critical to the assessment of an effective DIMS and a successful digitization project that this Questionnaire (DCQ) responses be complete. Please read carefully the instructions for completing the DCQ in the last section of this document. Complete one (1) Questionnaire for each area requiring document conversion and different filing requirements. The assessment, requirements and review of records that is initiated from this DCQ include the following:
Response Date: ________________
Primary Department/Agency:____________________________________________
Secondary Department/Agency: __________________________________________
Respondent: ____________________________
Respondent Title: _______________________
Respondent Phone: ______________________
Respondent Email: _______________________
Record Types:
Location of Records:
Location #1 Location #2
Location #3 Location #4
Location #5
A. Brief description of department/agencies activity and documents created and their use:
B. Records/Archive access requirements:
____Daily
____Weekly
____Monthly
____Quarterly
____Semi-Annually
____Annually
____When needed
____Rarely
Comments:
C. Do you have a retention policy with special indexing requirements or digital format? If so please attach a copy.
D. Are any of the records you manage classified or needed to protect government or citizen rights under laws such as HIPAA, Privacy Act etc?:
Comments:
E. What are the most critical activities documents are used to meet that your department/ agency must perform under other normal business conditions :
F. List all document imaging computer programs you presently use and input data ( attach list if needed)
G. What other Departments or Agencies do you currently interact with or exchange documents with and do they have unique requirements for the documents shared. Explain:
H. Do you currently have scanners or scan enabled copiers/printers in your department. Please list model and manufacturer.
J. Documents Counts – Please list below by each description the number of each storage type for current files and archived files to be converted.
Response :
_____ Single Drawer Standard File Cabinets
_____ Two Drawer Standard File Cabinets
_____ Three Drawer Standard File Cabinets
_____ Four Drawer Standard File Cabinets
_____ Five Drawer Standard File Cabinets
_____ Single Drawer Lateral 36” File Cabinets
_____ Two Drawer Lateral 36” File Cabinets
_____ Three Drawer Lateral 36” File Cabinets
_____ Four Drawer Lateral 36” File Cabinets
_____ Five Drawer Lateral 36” File Cabinets
_____ Single Drawer Lateral 48” File Cabinets
_____ Two Drawer Lateral 48” File Cabinets
_____ Three Drawer Lateral 48” File Cabinets
_____ Four Drawer Lateral 48” File Cabinets
_____ Five Drawer Lateral 48” File Cabinets
_____ Single Drawer Lateral 60” File Cabinets
_____ Two Drawer Lateral 60” File Cabinets
_____ Three Drawer Lateral 60” File Cabinets
_____ Four Drawer Lateral 60” File Cabinets
_____ Five Drawer Lateral 60” File Cabinets
_____ Standard NARA Boxes (10 X 12 X 15)
_____ Standard Bankers Boxes
_____ 3” Ring Binders
_____ 4” Ring Binders
_____ 3 Drawer Flat Files for Drawings
_____ 5 Drawer Flat Files for Drawings
_____ Loose Drawing Sets
_____ Presentation Boards
_____ Single Drawer Standard File Cabinets
_____ Two Drawer Standard File Cabinets
_____ Three Drawer Standard File Cabinets
_____ Four Drawer Standard File Cabinets
_____ Five Drawer Standard File Cabinets
_____ Single Drawer Lateral 36” File Cabinets
_____ Two Drawer Lateral 36” File Cabinets
_____ Three Drawer Lateral 36” File Cabinets
_____ Four Drawer Lateral 36” File Cabinets
_____ Five Drawer Lateral 36” File Cabinets
_____ Single Drawer Lateral 48” File Cabinets
_____ Two Drawer Lateral 48” File Cabinets
_____ Three Drawer Lateral 48” File Cabinets
_____ Four Drawer Lateral 48” File Cabinets
_____ Five Drawer Lateral 48” File Cabinets
_____ Single Drawer Lateral 60” File Cabinets
_____ Two Drawer Lateral 60” File Cabinets
_____ Three Drawer Lateral 60” File Cabinets
_____ Four Drawer Lateral 60” File Cabinets
_____ Five Drawer Lateral 60” File Cabinets
_____ Standard NARA Boxes (10 X 12 X 15)
_____ Standard Bankers Boxes
_____ 3” Ring Binders
_____ 4” Ring Binders
_____ 3 Drawer Flat Files for Drawings
_____ 5 Drawer Flat Files for Drawings
_____ Loose Drawing Sets
_____ Presentation Boards
3. Document Classification Percentage Unclassified:
Sensitive:
Secret : ______
Top Secret: ______
4. Please describe your standard/typical file content:
5. Estimate Percentage of documents: Single-Sided:
Double-Sided:
6. Percentage of documents: B&W:
Color:
7. Estimated Size Percentage for your Paper Documents:
Size: 3"x5"
5"x7"
8"x10"
8.5"x11"
8.5"x14"
11"x14"
24 X 36” __________
36 X 48” __________
Other:
8. Describe Paper used by your department (i.e., weight, laser, tissue, newsprint, etc.):
9. How are documents currently stored?
10. Do you have existing information on CD, Database or other media you would like to use to assign indices to documents?
12. Do you have Photographs in files : yes: no:
13. If yes, size and quantity:
Size: 3"x5" qty:
5"x7" qty:
8"x10" qty:
Other: qty:
14. How many department employees in your area only will require:
In total: _________
Access to Documents Only: _________
Ability to Scan Documents: _________
Please complete the DCQ as best as you can based on your departments current use and storage of paper and electronic documents, drawings, photography, and forms.
The following with provide a definition of what information we are seeking for the particular section of the DCQ.
Record Types:
Define correspondence, letters, drawings, permits, pictures etc.
Location of Records:
List location of records that are in storage or not in your immediate area.
Brief description of department/agencies activity, documents created and use: Identify and describe your work area in terms of the organization that owns it, its major functions, interfaces with other areas, customers, and locations where operational activities take place. (add pages if needed)
Records/Archive access requirements:
List how often or frequent you access documents by location.
Do you have a retention policy? If so please attach a copy:
Provide a copy of any formal or informal policy your department uses to establish retention periods for your documents.
Are any of the records you manage classified or needed to protect county or citizen rights under laws such as HIPAA, Privacy Act etc?:
Identify all records that contain healthcare, medical, or personal information of employees or residents.
What are the most critical activities that your department/ agency must perform under other normal business conditions :
Define the functions you perform that would be greatly impacted should all your computer, and paper or film records be destroyed.
List all computer programs you presently use and input data:
Provide a list from your computer by going to START then selecting ALL PROGRAMS and listing all programs that use to generate reports, documents, drawings and the version.
What other Departments or Agencies do you currently interact with or exchange documents with. Explain:
Define what documents you produce and send copies to other departments and who sends you reports and documents. Define the purpose for each document type and what you do when you recieve it. Include State Agencies, Contractors and Citizens.
Do you currently have scanners or scan enabled copiers/printers in your department.
Please list model and manufacturer. If not sure list anything you might think performs similar functions.
How do you currently file your paper and existing electronic documents.
Describe the manual filing and document organizing process you currently use. How often you file documents? Who files the documents? You or someone else? Explain:
Documents Counts – Please list below by each description the number of each storage type for current files and archived files.
Here we would like for you to put next to the storage unit type the number of each unit you have and are currently using for active files and then again for non-active or historical records. Please note you may use increments of .5 or one-half units which are 1/3 full or less. Otherwise it will count as full. This method of estimation balances out in total. If you have a storage unit type not listed please add it to the list.
Document Classification:
If you deal with documents that are classified in some manner as to accessibility please list type and reason. For example some Counties would classify county building and infrastructure drawings and descriptions as confidential since September 11, 2001. HR might deem personnel records as classified and so on.
Please describe your standard file content:
All 8.5 X 11 paper?, Drawings folded?, Color pictures?, Maps?, 11 X 17 Reports? etc.
Percentage of documents: Single-Sided: Double-Sided:
Industry average is 35% would you say less or more than this amount.
Percentage of documents: B&W: Color:
Provide percents for documents and pictures separately.
Estimate percentage of different size paper documents:
Your document files and storage may contain varying sizes of documents which impact the scanning process. This must be taken into account when assessing the counties requirements and project cost.
Describe Paper used by your department (i.e., weight, laser, tissue, newsprint, etc.):
This is important in defining the document type and handling.
How are documents currently stored? (i.e., filing cabinets, desk drawers, loose bound in boxes, ring binders, stapled in boxes, etc.)
It is important you define how documents are stored for active files, historical or archived files. Provide a percentage by type that will equal 100% of the type of storage you use. (ie; 50% file cabinets, 30% ring binders and 20% boxes).
Do you have existing electronic documents on CD or other media?
Please list with estimated document count by media type.
How many department employees in your area only will require:
In total: _________
Access to Documents Only: _________
Ability to Scan Documents: _________
Attach any Process Flow Diagrams, if you have them (using Visio, diagram the documents’ departmental business processes, forms, approval processes or reviews):
General Comments:
Please list any other information you feel would pertinent to the implementation of DIMS in your department or Agency.