Loading...
HomeMy WebLinkAboutREG 2017-03-20 Item 5 - Discussion - GET IT (Government Electronic Transparency Initiative for Tukwila): Phase I High Retrieval Permit FilesCOUNCIL AGENDA SYNOPSIS ------------ °-- 7uilsafs Meeting Date Prepared ley Ma ar'' review Council review 03/20/17 CO C SLR Initiative for Tukwila 3/20/17 ❑ JW Motion g Date ❑ Ordinance Mtg Date Award ❑ Public Hearing E14tg Date ❑ Other :1.ftg Date C.\ I'I:(,ORY /f Discussion ■ Resolution • Bid AN Date ITEM INFORMATION ITEM No. 5 25 STAFF CHRISTI' O'FLAHERTY ORI( ;INALAGENDA D:1'I'l: 3/20/17 AGENDA ITI.M Till .1 Presentation on GET -IT our Government Electronic Transparency Initiative for Tukwila 3/20/17 ❑ JW Motion g Date ❑ Ordinance Mtg Date Award ❑ Public Hearing E14tg Date ❑ Other :1.ftg Date C.\ I'I:(,ORY /f Discussion ■ Resolution • Bid AN Date Mt; Date hltg Date yror ❑.Finance ❑Fire ❑TS P&R ❑Police ❑Pir ❑Court SPONSOR •Council IIM UiIR ❑DCD SPONSOR'S The culmination of this project provides online public access to permit records which have SUMMARY the highest request rate from our City Records Center. This cross - departmental project managed in the City Clerk's Office makes 1,200,000 images available to staff and the public through the City's Digital Records Center, powered by Laserfiche. REVIEWED BY ❑ C.O.W. Mtg. ❑ Trans &Infrastructure DATE: 1 CDN Comm al Finance Comm. Q Public Safety Comm. Comm. ❑ Planning Comm. CHAIR: -- ❑ Arts Comm. ❑ Parks COI` MI TEE RECOMMENDATIONS: SPoNSUR /ADMI\. C(.3MIMI']'1'Ek COST IMPACT / FUND SOURCE EXPEND1TLRI? REQL]IR1 D AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 3/20/17 MTG. DATE ATTACHMENTS 3/20/17 Electronic Presentation 25 26 To those who wish to examine Tukwila's development records original plans and permits, maps and drawings we proudly say Come and Get It! GET -IT Government Electronic Transparency Initiative for Tukwila Government Electronic Transparency Initiative for Tukwila A cross-departmental records management collaboration CITY CLERK'S OFFICE Christy O'Fl aherty, Project Manager Ana Le — Barbara Saxton — Dana AI mberg -Did eon — Ellen Dabrowska Joe Bryant, Micro -Com Systems DEPARTMENT OF COMMUNITY DEVELOPMENT Nora Cierloff — Brenda Holt — Jennifer Marshall — Teri Svedahl CITY ATTORNEY'S OFFICE TECHNOLOGY & INNOVATION SERVICES Rachel Turpih — Ann Marie Soto Tami'Eberle- Harris MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila w 0 THE OBJECTIVE To bringtogether information aboutTul<wila's development from 1 8 through the present— by combining varied components and media formats into complete, digitized permit and land use files, enabling 24/7 access by staff and the public to these frequently requested records. CET -IT MirofiIm4oDijjital Projct Government Electronic Transparency Initiative for Tukwila w SOME BACKGROUND 1 6� Clerk's Office initiates Citywide Records Management Program 1 6� DCD agrees to microfilm essential building and land use permits 2001 Clerk's Office acquires Laserfiche Document Imaging System 2010 City Clerk requested fundingto digitize microfilmed images 2011 Formed projectteam and began assembling components MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila W N WHERE WAS THE CITY KEEPING ALL THIS INFORMATION? Pre- tecl'i n o logy, on cards and ih boxes s>,P�ntary � Fermi for com ercial add -taS.n. Joh Address 130 Andover Park East -4Narue Kin4 County Mood Rank Owner King County Blood an Contractor Benjamin F. McAdoo {Architect) 81.1ILDIN6 AECORO Permit No. Date Issved 10/ Oct. Permit Po.001_ Date issued11717O u lemeirtary Permits & Other Information emit for Blood Bank and Office emit 42294 6/8/82 Tenant Improvfpent Permit f627 6/19/70 finish 2nd ✓3 3rd 661'5 Permit 4017 4/12/7/ Install sign Permit 4674 4/7/75 partitions & relighting Permit =733 8. 71/75 concrete Flick work-shop Permit €406 3///74 tenant improvement Permit 112$6 8/15/77 rerode1 Permit 11652 2/6/79 tenant improvement Permit d1879 4/22/80 tenant improvement mit 52441 11 -30 -82 Reo del, Permit 42494 3/16. rlT 3e IJ1 `` -. .. -. t'ER 1Y Oil fif290 1ENNiT ih17F4382ETr Permit 42734 1/30/84 demo Permit 42735 1/30/84 T1d9 - remodel. Permit 42851 7/9/84 rema`d'e! Permit 12905 9/14/84 remodel. Permit 14023 7/2/85 remodel Permit 44171 12/19/85 µVAC CET -IT MirofiIm'toDijjital Projct Government Electronic Transparency Initiative for Tukwila On aperture cards and CDs 3 422cards 11 CAS CET -IT • ff'197i _ +a 4JHli MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila W On drawings and plans 244 Rolls of Plans/ i o5 CDs (1 8-2oi2 ( MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila u On microfilm rolls A 5137.0.t4 5 5140.1.t4 A 5162.0t4 5 5182.0.t4 5 5203.013 A 5137.114 5 5141.0.34 5 5163.0311 5 5182.114 3 5203.1.tif 5 5138.014 5 5142.000.11F Q5j. 5164.0111 5 5183.014 5 5204,5.93 5 5138.1.311 3 5142.0711 A 51641.313 5 51844711 5 5204.114 A 5139.014 5 5143.0.34 A 5165 0.114 5 5184,114 5 52050.tif a 5139.1.41 A 5143.1.313 A 51651111 A 5185.0.4f 5 5205,1.313 5 5139214 5 51432311 5 5166.0111 5 51860311 5 5206.0.tif 5 5139.3.14 5 5144,0111 a 51561111 5 5186//11 a 5207,0.tif A 5139414 5 51450.34 a 5167.0113 5 5187.0.14 5 5207.1.11f 51395311 5 51464.34 5 5167.1.34 5 5187114 5 5208.0.93 51396.311 A 5147.0113 A 5168.0113 5 5188.014 5 52081.313 A 5139.714 a 5147 114 5 5168.1111 A 5188.Ltif i.'k 5209.Dtif 5 5139.814 A 5148.0111 5 5169.034 5 51890.311 a 5210.0.113 5 5139.914 A 5149.0.311 5 5169.1.313 aA 5189.1.14 5 5211,0.tif 5 51391014 5 5149,Ltif A 5170.034 5 5190.0.34 & 5211111 513911111 5 5150 0.111 5 5170.1.11E 3y 5190.1.111 5 52120.111 3l 513912,tif a 5150,1311 5 5171.1.111 5 5191.0.tif 5 52121.313 5 5139.13.34 A 5151.014 5 5172.0311 5 5191.114 5 5213 0.tif a 5139.14111 A 5151.1111 A 51724.111 a 51920.111 5 5213.1.1if 5 5139.1513 ,j 5152.0113 S 5173.014 A 5193.0111 5 52140.tif 5139.16113 5 5152.111f A 5173.1111 a 5193.1711 5. 5214.111f 5 5139.170 5 51530511 A 5174.0tif A 5194.014 3 52150.tif 5 5139.18.311 a 5153.1.31 5 5174.1311 5 5195.0.311 5215,1.313 5 5139.19111 A 5154.0511 5 5175.0.111 5 5195.1.311 5 5216 0.14 A 51382041 5 5154.114 5 5175.1.14 5 5197.0111 5 52161.tif a 5139.2114 A 5155.011 5 5176.0113 5 5197.1711 5 5217.0.33 5 513922111 5 5155.1111 5 5177.0111 5 51080711 # 5217.1.tif A 513923111 a 5156.000.11F a 5177.1111 di 519 8.114 a 5218.0.tlf 55139.24111 55157.0.311 A 5178.0111 55199.0.14 552181313 a 51392511f 5 51580/11 5 5178.1.34 5i 5199114 5 5219.014 5 5139.26111 55158.1.#13 5_5179.031? - +.' "° "° 5 513927.tif 5 5159.0.tif A 5184.0 of 5 5139.28.34 5 5160,0.tif 5 5100134 a513929111 A 5150.1111 55181.0111 5 5140.0.t4 5 5161,0.tif 5 5181.1.tif 40o rolls containing hundreds of thousands of images w 01 - -'ly iiP iaakwi I'd 2utldrttg Division h4nti[ad Permits Are 7 1 'u3 am rpm 7bT+Y Ui"" kW d7 a myna; h��iFliptF ",4 rrGolrun.*� �&r �Tya hn� rn rcRff CET -IT MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila W 0) From these sources, we used the unique permit number as the common denominator for pullingthe various components together into one complete permit file. CET -IT MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila Project Plans on Aperture Cards Permit Files on Microfilm Project Plans on CDs Excel files from DCD databases MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila W 00 To enable a keyword-searchable, fullyself-serve repository, staff then developed. Browse Search Ctyoffukwila > Community Development > Building- Develoomera Permits > 2001 -2010 >2006 > Permd 000 -011 - WESTFIELD SOLITHCENTER MALL - LUCKY BRAND - TENANT IMPROVEMENT jMetadata I Thumbnails I Annotations Permit D08 -011 - WESTFIELD SOUTHCENTER MALL - LUCKY BRAND - TENANT IMPROVEMENT Last Modified BOB/2014 0.2924 AM Creation Date 811 012 91 4 8'.2052 AM DR1 Fields Template: Community Development PermitNo 008-011 PermiaType Development ParcelNo 6364200010 Applicant LUCKY BRAND HouseNo 627 StreetName SOUTHCENTER MALL Status FINALED "ea" Taaaaerrem �dai powr•,ad M La�rr rre PDF A52Inx1110I9 627 SOUTHCENTER MALL D08 -011 This record contains information which is exempt from public disclosure pursuant to the Washington State Public Records Act, Chapter 42.56 RCW as identified on the Digital Records Exemption Log shown below. D09 -195 Crowley Residence 5101 South 163rd Place DIGITAL RECORDS (DR) EXEMPTION LOG THE ABOVE MENTIONED PERMIT FILE INCLUDES THE FOLLOWING REDACTED INFORMATION MEMIEL3■1=1:11■ Brief Ex 'lane Descri 'tion Statute /Rule DR1 Personal Information— Social Security Numbers Generally-5 U.S.C. sec. 552(a); RCW 42.56, 070(1) The Privacy Act of 1974 evinces Congress' Intent that adaisecudtynumbersarea pdvateconcem. As such, iedito protect als privacy are redectedmvrolem mole individuals' vdvacy vumuem to 5 U.S.C. sec. 552) 5 and are also exempt from disclosure under section 4256.0700) of the Washington State Public Records Act, which exempts under the PRA records or information exempt or • • 915188 from disclosure under an other statute. 5U.S.C. sec. 552(8); RCW 42.56.070(1) 19,26 DR2 Personal Information — Financial Information— RCW 4/56.230(4 5) Redactions contain Cretin card numbers, debit card numbers, electronic check numbers, credit expiration dates, or bank or other financial account numbers, which are exempt from disclosure pursuant to RCW 4256230(51, except when disclosure is expressly required by or governed by other law. RCW 42,56,230(5) Metadata containing essential ►hformAt►oh about each permit Lead sheets for each file cohtA►h►hg the uh►gUe permit number Exemption logs (two (citing ►h formatioh legally exempt from disclosure CET -IT MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila With digital elements ready to combine, our existing Digital Records Center— powered by Laserfiche — provided the essential repository to house the newly constructed permit files! Browse Search CityotTukwila > Community Development Community Development 2 Entry Properties Full Path CityofTukwila \Community Development Creation Date 12/23/2010 2:41:26 PM Last Modified 3/13/2017 3:08:45 PM Metadata Fields Template: Community Development Name M Building - Development Permits n Electrical Permits Mechanical Permits r`' Miscellaneous Permits I Planning Land Use Files I Plumbing / Gas Piping Permits I SECURED PERMIT RECORDS SEPA/ EPIC Files CET -IT MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila Combine multiple media types and metadata Determine consistent naming conventions Review /redact personally identifiable information Handwritten permits required manual review Securing sensitive Boeing records Fewer staff in City Clerk's Office CET -IT MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila THE END RESULTS• . 1,207,699IMAGES accessible 24/7 onl:he ih the Digital Records Center through the Laserfiche system, with no waiting or charge for users, ih support of 7ukwila's commitment to transparency MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila N BENEFIT- Complete permit files ih sequential order, intuitively named forgreatest clarity and consthtency Browse Search 2009 Entry Properties Full Path CityofTukwila\Community Development\Building- Development Permits \2001 - 2010\2009 Creation Date 8/25/2014 9:32:55 AM Last Modified 11512017 12:04 :33 PM Metadata Fields Template: Community Development PermitType Development CET -IT CityofTukwila > Community Development > BuildinQ- Development Permits > 2001 -2010 > 2009 Name Permit D09 -001 - DIAMOND HEAD STORAGE -- VAULT • Permit D09 -002 - ESP - SMOKE DAMAGE REPAIR • Permit D09 -003 - HEADS & THREADS - ROOF 11 Permit D09 -004 - HELLMANN - ROOF • Permit D09 -005 - SABEY DATA CENTER - PROVIDENCE - WALLS AND PARTITIONS • Permit D09 -005 - KOSTOVIC RESIDENCE - PORCH ▪ Permit D09 -007 - CITY OF TUKWILA STARFIRE SPORTS - FENCE ▪ Permit D09 -008 - BIDLACK RESIDENCE - REROOF ▪ Permit D09 -009 - ELECTRONIC SERVICE PROVIDER - FIRE DAMAGE REPAIR i Permit D09 -010 - LA VISTA APARTMENTS - REROOF ▪ Permit D09 -011 - SOUND MENTAL HEALTH - TENANT IMPROVEMENT ▪ Permit D09 -012 - SUBWAY - TENANT IMPROVEMENT ▪ Permit D09 -013 - COSTCO - STORAGE RACKS ▪ Permit D09 -014 - ROBBINS RESIDENCE - CARPORT ▪ Permit D09 -015 - VERIZON BUSINESS - TELECOMMUNICATIONS EQUIPMENT ROOM ▪ Permit D09 -015 - WALLS RESIDENCE - SHOP AND PUBLIC WORKS ACTIVITIES MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila BENEFIT- For example, because ofnamihg consitency, a "Westfield" keyword search returned 13 di:talrecords (a total ofi6,32o pages ( for Westfield Southcenter Mall ih seconds Text Basic Text Search l Advanced Text Searc, Phrase: Phrase 0 And 0 Or 0 Not 0 Within ❑ Fuzzy search Field Template Community Development v PermitNo PermitType StreetName Contractor Description Search CET -IT Reset V Name . Permit D02 -241 - WESTFIELD SOUTHCENTER MALL - SEISMIC UPGRADE . Permit D04 -073 - WESTFIELD SOUTHCENTER MALL - VACANT SPACE . Permit 004 -188 - WESTFIELD SOUTHCENTER MALL - ADA RESTROOMS . Permit 004 -189 - WESTFIELD SOUTHCENTER MALL - ADA RESTROOMS II Permit 004 -190 - WESTFIELD SOUTHCENTER (PURGED) i Permit 005 -009 - WESTFIELD SOUTHCENTER - TEMPORARY CONSTRUCTION OFFICE Permit 005 -431 - WESTFIELD SOUTHCENTER - ROOF ▪ Permit 006 -061 - Westfield Southcenter Mall - Vacant Space - Wall ▪ Permit D06 -072 - Westfield Southcenter Mall - Parking Garage A - Foundation II Permit 006 -073 - Westfield Southcenter Mall - Parking Garage B - Foundation . Permit D06 -134 - Westfield Southcenter Mall - Parking Garage A . Permit D06 -135 - Westfield Southcenter Mall - Parking Garage B i Permit 006 -147 - Westfield Southcenter Mall - Expansion . Permit 006 -158 - Westfield Southcenter Mali (PURGED) i Permit 006 -424 - Westfield Southcenter Mall - Food Court Demolition . Permit D06 -425 - Westfield Southcenter Mall - Foundation . Permit 007 -014 - WESTFIELD SOUTHCENTER MALL - STORAGE ROOMS II Permit 007 -108 - WESTFIELD SOUTHCENTER MALL - TENANT DEMOLITION ▪ Permit 007-197 - WESTFIELD SOUTHCENTER MALL - INTERIOR RENOVATION . Permit 008 -141 - WESTFIELD SOUTHCENTER MALL - VANILLA BOX - TENANT IMPROVEMENT II Permit 008 -151 - WESTFIELD SOUTHCENTER MALL - WESTFIELD SIGNAGE BANDS i Permit 008 -250 - WESTFIELD SOUTHCENTER MALL - PARKING GARAGE B - STORAGE CENTER ▪ Permit D08 -284 - WESTFIELD SOUTHCENTER MALL - SEARS COURT AND KIOSK BACK WALL ▪ Permit D08 -292 - WESTFIELD VANILLA BOX (PURGED) ▪ Permit D08 -357 - WESTFIELD SOUTHCENTER MALL - STORAGE ROOMS 1 2 3 4 5 6? 139 Entries Results Page Count 26 101 29 33 1 26 22 28 1109 758 651 776 5830 1 46 2322 29 20 102 47 29 32 27 1 32 MirofiIm-toDijjitaI Project Government Electronic Transparency Initiative for Tukwila Browse Search 2011 -2020 Entry Properties Full Path CityofTukwila\City ClerklOrdinances12011 -2020 Creation Date 1/10/2011 4:3258 PM Last Modified 3/9/2017 4:12:06 PM Metadata Fields Template: Ordinances CityofTukwila > City Clerk > Ordinances > 2011 -2020 Name Ord 2526 - TMC Chapter 8.47 "Fair Housing" - Prohibits Residential Rental Discrimination Ord 2525 - Recreation Space Requirements (TMC Chapters 18.12 and 18.14) Ord 2524 - Relocate Non- Landscaping Regulations to TMC Chapter 18.50 "Supplemental Develop Ord 2523 - TMC Chapter 18.52 "Landscape" - Trees Ord 2522 - 2015 -2016 Biennial Budget Amendment: Public Safety Bond Ord 2521 - Residential Impact Fee Deferral Ord 2520 - Affordable Housing Development and Land Use Fees Ord 2519 - Residential Rental Business License and Inspection Program Ord 2518 - Zoning Code: Low Impact Development in Surface Water Drainage Design and Review Ord 2517 - Low Impact Development: 'Permit Application Requirements" and "Seasonal Limitation it Ord 2516 - EXHIBIT B - Stormwater Pollution Prevention Manual it Ord 2516 - EXHIBIT A - Surface Water Design Manual __J Ord 2516 - Surface Water Management: Trash and Waste Receptacles (TMC Title 14) in Ord 2515 - DOCUMENT - 2017 -2018 Biennial Budget Ord 2515 - 2017 -2018 Biennial Budget Ord 2514 - $36,500,000 Unlimited Tax General Obligation Bonds - Public Safety Plan Descrijt:iie naming thatprov:des quick, essential context is vital for u s e rs browsing t h ro ug h records CET -IT �Tul<wila Unnamed local city Browse Search 2016 Entry Properties Path City Cierkl Public AccesslOrd i nances12016 Creation date 1/21/2016 8:01 :22 AM Last modified 12/21/2016 1:25:12 PM Metadata No metadata assigned CityO!> City Clerk > Public Access > Ordinances > 2016 Name 6633 g 6632 6630 g 6629 r 6628 11 6627 2 6625 6624 6623 6622 6621 ▪ 6620 gi 6619 g 6618 6617 g 6616 Entry type Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut MirofiIm'toDijjital Project Government Electronic Transparency Initiative for Tukwila BENEFIT- Laserficl'ie produces a hiher quality :biage than the original! ©ts, s� -moo aE7gr© k y -1e1ST 4CCJ moo IF- fC SACIL!T Duo 7- Printout of same record from our Digital Records Center —■ CET -IT MirofiIm4oDijjital Projct Printout from aperture card or microfilm 4 OW e- hrAusr DLIc r Mop FIC A u" :4; 4 UP 7 , _ near SOS Cfau, Au. ERWI PF aJnZrRlcA1.- P'ERNPP AND *M APPK D W 4+i'9,t Rqu CO .. L r7�. BULLClam, i `"ON9 atk uW C"Vp4 tN �- a ALL.011■4113i-Z AREA= -S.' B 8 F nshi't IC S.i ex6 Films 7E3� 8 Rf �LEAk4 . Government Electronic Transparency Initiative for Tukwila WHY WE ARE PROUD GET-IT is successful thanks to in -house technical and records expertise along with continual multi- department collaboration, ensuring the components would be accurately integrated. No other agency has been identified that offers full permit documents, plans and maps availabje online. GET-IT qualifies for consideration in the Laserfiche Run Smarter" awards program, garnering national recognition for Tukwila. CET -IT MirofiIm-to-Dijjital Project