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HomeMy WebLinkAboutREG 2017-03-20 Item 5 - Powerpoint Presentation Shown at Meeting - GET IT (Government Electronic Transparency Initiative for Tukwila): Phase I High Retrieval Permit FilesTo those who wish to exarr►ihe 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 collaborati�n CITY CLERK'S OFFICE Christy O'Flaherty, Project Manager Ana Le — Barbara Saxton — Dana Almberg - Dideon — Ellen Dabrowska Joe Bryant, Miero -Com Systems DEPARTMENT OF COMMUNITY DEVELOPMENT Nora Gierloff— Brenda Holt — Jennifer Marshall — Teri Svedahl CITY ATTORNEY'S OFFICE TECHNOLOGY &INNOVATION SERVICES Rachel Turpih — Ann Marie Soto Tam: Eberl e- Harris GET -IT Miirofilm'to-Dijjital Projct Government Electronic Transparency Initiative for Tukwila THE OBJECTIVE To bringtogether information about Tul<wila'sdevelopment 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. Miirofilm'to-Dijjital Project Government Electronic Transparency Initiative for Tukwila 1 1 6g 6 2001 2010 2011 SOME BACKGROUND Clerk's Office initiates Citywide Records Management Program DCD agrees to microfilm essential building and land use permits Clerk's Office acquires Laserfiche Document Imaging System City Clerk requested funding to digitize microfilmed images Formed projectteam and began assembling components Miirofilm'to-Dijjital Project Government Electronic Transparency Initiative for Tukwila WHERE WAS THE CITY KEEPINCALLTHIS INFORMATION? , Other Inforemtion Pre - technology, oncardsand th boxes Sunni Pee or commercial addition yst� :Job Address 130 Andover Park East King County Blood Bank Owner King County Blood Bank Contractor Benjamin F. McAdoo (Architect) E ntary Pe BUILOING RECORD Permit So. 5 Date Issued10 /3�Qf�8 Oct. Permit No.001 Pate lssuedl /7170 Supplementary Permits & Other Information Permit for Blood Bank Permit 0527 6/19/70 Permit 0017 4/12/71 Permit 0574 4/7/75 Permit ##753 8 21 75 Permit 4406 3/1/74 and Office finish 2nd & 3rd floors Install sign partitions & relighting concrete block work -sho tenant improvement Permit 01266 8/15/77 remodel Permit 01652 2/6/79 tenant imrrovemeflt Permit 01879 4/22/80 tenant improvement Permit 42441 11 -30 -82 Remodel /Repair nP��a Permit 02294 6/8/82 Tenant Improvement Permit #2494 3 /8 Tenant Improvement EEkM1T 02510 0/0i TIE RENT WPRWEVENT Frail; P2511 1V29/83 TENANT 11 rir Permit =2734 1/30/84 demo Permit 02735 1/30/84 bldg - remodel Permit #2851 7/9/84 remodel Permit 02905 9/14/84 remodel Permit 04023 7/2/85 remodel Permit #4171 12/19/85 NVAC GET -IT Miirofilm'to-Dijjital Project Government Electronic Transparency Initiative for Tukwila On aperture cards and CDs 3 422cards i� CDs Miirofilm'to-Dijjital Project Government Electronic Transparency Initiative for Tukwila On draw:hgs and plans 244 RollsofPlans/ l 05 CDs (1 8-2oi2 EOL ELEVATOR EPELgICA3ID145 0 EIEVATOR SPVCjFICATlOtS 0 — :N2&' I FVfl ELEVATORPEECTFWATIONS (; i murlesexas iliMilgilAIVEL ELEVATOR SPECIFICS S4 Miirofilm'to-Dijjital Project Government Electronic Transparency Initiative for Tukwila On microfilm rolls 5 5137.014 5 5145.1.115 A. 5162.0111 :5 5182.0.t4 5 5203,0.111 5137.1.118 5 5141.0.118 A 5163.0tif 51821111 4 5203.1.tif A 51380.111 5 514200011F A 5164.011 °a 5183.0.114 4 5204,5.111 A 51381.111 5 51421115 'c 51641111 5 51840111 5 5204 1.14 a 5139.0.14 5 5143,0.tif A 51650tif 5 5184115? a 5205,D.tif 5 5139.1.14 5 5143/115 Fa 51651111 5 5185 051 5 52051.111 5 51392.tif 5 5143.2.118 5 5166.01if 5 5186.0.tif A 5206.Dtif a 5139 3.14 5 5144.0.111 5 51564111 �N. 51851111 4 5201,0.111 5139.4.14 5 5145 0.14 5 5117.0811 5 51870.111 5 5207.1.84 a 5139.5.14 15 51460.111 A 5167.1tif 5 5187.1.111 5 5208 ,5.14 A 5139.614 5 5147,0.14 A 5155.0111 5 5188.0.14 4 5208,1118 � 5139.7.tif 5 5147 .1.14 A 5168.1.14 A 5188.1.tif 4 5209.D.tif A 5139.8.111 5 5148,0.111 91 5169.0115 A 5189.0.14 a 5210,0.tif 51399.115 4 51490.14 A 5169.1 fit a 5189.1.818 51, 5211 D.14 .5139.1014 5 51491.14 5 5170.0,14 a 5190.0.111 5 5211.1..14 A 5139.1114 5 5150.0111 A 5170.1115 A 5190 1.111 a 5212.0118 4 5139.1214 5 5150,1.14 5 5171.114 5 5191.0.tif 5 5212.1tif a 51391314 5 5151.0.14 5 5172.0111 5 5191.114 a 5213.,0.111 A 5139.14111 4 5151.1.118 5 5172.1111 5 5192.0.tif 5 5213 .1.58 5139.1514 5 5152014 5 5173.0.14 am 5193.0.tif 5 5214.0.14 A 5139.16855 5 5152.1111 5 5173.1111 3 5193.1.511 5 5214.1.511 a 5139.17tif 4 5153.0.tif A 5174.0tif 5 5194.0.t4 5 5215 ,0.tif a 5139.1814 A 5153 114 A 5174.1115 A 5155,0.55 A 5215.1.51 A 5139.19811 A 5154.0111 A 5175.0111 5 5195 Ulf 5 5216.0.tif 5 5139.2014 5 . 51541.111 ,5 5175.13if 5 5197.0111 5 5216.1.tif A 51392114 5 5155.014 5 5176.0111 5 5191.1.118 5 5217,0.111 5139.221if _°, 5155.1.tif 15. 5177.014 5 5198.0.t4 A 5217.1.tif a. 513023115 5 5156.00D.TIF 5 5177.1111 s 5198.1.111 a 5218.0.111 5 5139.24118 5 51570.14 A 5178.0115 5 5199.0.815 A 521.8.13if 5, 513925.14 5 5158.0.14 A 5178134 5 5199.1.14 5 5219.0.tif �. 5139.2615 5 5158114 A 5179.011 ^ «•` °" °' *•P a 5139.271if a 5159,0.tif A 5180.0 of 5139.28815 5 5160,0111 5 5180.1.15 �. 5139.29818 5 5160.8,815 5, 5181.0818 5 5140.0.111 5 5161 0.14 4 51811,tif 40o rolls containing hundreds of thousands of images i�1fy 11 _. Bert i4troG . Meehan i 11 Rn l l )43 0 ,u'p Mny r•Ai! 1'iry a+'T'uFwi ~� M0.1+xa.PY ➢¢Wins iiaiai�n. Ra11 N 4 1 9 9 rAtu I: hen DLut. 94 mlf[y . �rnS ^�PaK'Y f9•JJ.IS JS Miirofilm'to-Dijjital Project Government Electivnic Transilarency Initiative for From these sources, we used the unique permit number as the common denominator for pullingthe various components together into one complete permit file. GET -IT Miirofilm'to-Dijjital 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 Miirofilm'to-Dijjital Project Government Electronic Transparency Initiative for Tukwila To enable a keyword-searchable, fullyself-serve repository, staff then developed'. Browse Search C4witukwd11. Canonically Develmnenl • UuiWmo- Devebamtenl Permits. 7901.2014 .2429 Pxrmd 506 -D11- WESTFIELD SOUTHCENTER MALL LUCK/ BRAND TENANT IMPROVEMENT Metadafa I T ereebnalh I Amnoealtons 1 r 11, E -lid $' Ptx ilx,p l°fl ': — Pains it 9001.011. WE STFIELD SOUR-MEN TER MALL - LUCKY BRAND - TENANT IMPROVEMENT Last Ma919.9 :618126198'28:24 AM Cr.amen Dab 60154207402902000 T.mptaf.: Community Da„elepn,.nt Pe unlit& D05 -011 Penn,TType Oevrloprnxnl Pa rc.lNo 6354200910 Applicant L 011 116 9RANG Hnus.Nn RT! St wHiam • SOUTHCENTER MALI Status INA1111 LUCKY BRAND 932 waft 5601 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 Page 6 Code Exemption Brief Explanatory Description Statute /Rule DR1 Personallnformation — Social Security Numbers Generally — 5 U.S.D. sec. 552(a); RCW 42.56. 070(1) The Privacy Act of 1974 evinces Congress' intent that ocialserudtyi oSareaprivatn,concern.As such, ied'to protect individuals' redactedmvrocecl those individuals vdvacv pursuant to5US.C. sec. 552(a), and are also exempt from disclosure under section 42.56.070)1) of the Washington State Public Records Act, which exempts under the PRA records or information exempt or prohibited from disclosure under any other statute. 5 U.S.C. sec. 552(a); RCW 42.56.070(1) 19, 26 DR2 Personal Information— Financial lnfor 0)4 5) — RCW 42.56.230(4 5) Redactions contain Credit card numbers, debit card numbers,elenrcor ccbecknumbers,credaexpbaeon dates, ar bank or otherfinanaal account numbers, which are exempt from disclosure pursuant to ROW 42.56.230151, except when disclosure is required by or governed by other law. RCW 42.56,230(5) Metadata cohtaihing essential ih formAtioh about each perm:t Lead sheets for each file cohtaihing the unique permit number Exempt:on logs (two (citing information legally exempt from disclosure Miirofilm'to-Dijjital 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 Community Development P.—Entry Properties Full Path CityofrukwilalCommunity Development Creation Date 12123/2010 2:41:26 PM Last Modified 3/13/2017 3:08:45 PM Meta data Fields Template: Community Development Cityoffukwila > Community Developer..- Name �J Building - Development Permits Electrical Permits Mechanical Permits L Miscellaneous Permits Planning Land Use Files fl Plumbing / Gas Piping Permits fl SECURED PERMIT RECORDS L1 SEPA! EPIC Files Miirofilm'to-Dijjital Project Government Electronic Transparency Initiative for Tukwila 7 CH- „IEHgEg 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 GET -IT Miirofilm'to-Dijjital Project Government Electronic Transparency Initiative for Tukwila THE END RESULTS'. 1,207,699 IMAGES accessible 24/7 online ih the Digital Records Center through the Lciserfiche system, with no waiting or charge for users, th support of Tukwifa's commitment to transparency Miirofilm'to-Dijjital Project Government Electronic Transparency Initiative for Tukwila BENEFIT- Complete permit files ih sequent:iil ordev, intuitively named forgreatest clarity and consistency Browse Search 2009 Entry Properties Full Path CityofTukwila \Community Development\Building- Development Permits \2001 -201 0\2009 Creation Date W25/2014 9:32 :55 AM Last Modified 1/5/2017 12:04 :33 PM ft Metadata Fields Template: Community Development Perm itType Development GET -IT CityofTukwila > Community Development > Buildinc- 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 • Permit D09 -004 - HELLMANN - ROOF • Permit D09 -005 - SABEY DATA CENTER - PROVIDENCE - WALLS AND PARTITIONS ▪ Permit D09 -006 - KOSTOVIC RESIDENCE - PORCH ▪ Permit D09 -007 - CITY OF TUKWILA STARFIRE SPORTS - FENCE Perrnit D09 -008 - BIDLACK RESIDENCE - REROOF ▪ Permit D09 -009 - ELECTRONIC SERVICE PROVIDER - FIRE DAMAGE REPAIR ▪ Permit D09 -010 - LA VISTA APARTMENTS - REROOF ▪ Permit D09 -011 - SOUND MENTAL HEALTH - TENANT IMPROVEMENT ▪ Permit D09 -012 - SUBWAY - TENANT IMPROVEMENT A Permit D09 -013 - COSTCO - STORAGE RACKS Permit D09 -014 - ROBBINS RESIDENCE - CARPORT Permit D09 -015 - VERIZON BUSINESS - TELECOMMUNICATIONS EQUIPMENT ROOM A Permit D09 -016 - WALLS RESIDENCE - SHOP AND PUBLIC WORKS ACTIVITIES Miirofilm'to-Dijjital Project Government Electronic Transparency Initiative for Tukwila BENEFIT- For exampie, because of naming consistency, a "Westfield" keyword search returned 13 diitairecords (a total ofl6,32o pages ( for Westfieid Southcenter Mall ih seconds Text Basic Text Search l Advanced Text Searcy Phrase: 0 Phrase 0 And 0 Or 0 Not 0 Within ❑ Fuzzy search Field Template Community Development V PermitNo PermitType ParcelNo StreetName Contractor Description Search Reset v GET -IT Name Permit 002 -241 - WESTFIELD SOUTHCENTER MALL - SEISMIC UPGRADE ® Permit D04 -073 - WESTFIELD SOUTHCENTER MALL - VACANT SPACE i Permit D04 -188 - WESTFIELD SOUTHCENTER MALL - ADA RESTROOMS . Permit D04 -189 - WESTFIELD SOUTHCENTER MALL - ADA RESTROOMS al Permit 004 -190 - WESTFIELD SOUTHCENTER (PURGED) . Permit 005 -009 - WESTFIELD SOUTHCENTER - TEMPORARY CONSTRUCTION OFFICE II Permit D05 -431 - WESTFIELD SOUTHCENTER - ROOF . Permit 006 -061 - Westfield Southcenter Mall - Vacant Space - Wall ▪ Permit 006 -072 - Westfield Southcenter Mall - Parking Garage A - Foundation • Permit 006 -073 - Westfield ▪ Permit 006 -134 - Westfield . Permit 006 -135 - Westfield II Permit 006 -147 - Westfield Southcenter Mall - Parking Garage B - Foundation Southcenter Mall - Parking Garage A Southcenter Mall - Parking Garage B Southcenter Mall - Expansion . Permit 006 -158 - Westfield Southcenter Mall (PURGED) ▪ Permit 006 -424 - Westfield Southcenter Mall - Food Court Demolition . Permit D06 -425 - Westfield Southcenter Mall - Foundation . Permit 007 -014 - WESTFIELD SOUTHCENTER MALL - STORAGE ROOMS ▪ Permit 007 -108 - WESTFIELD SOUTHCENTER MALL - TENANT DEMOLITION ▪ Permit 007 -197 - WESTFIELD SOUTHCENTER fv1ALL - INTERIOR RENOVATION ▪ Permit 008 -141 - WESTFIELD SOUTHCENTER MALL - VANILLA BOX - TENANT IMPROVEMENT a Permit 008 -151 - WESTFIELD SOUTHCENTER fv1ALL - WESTFIELD SIGNAGE BANDS . Permit 008 -250 - WESTFIELD SOUTHCENTER F\1ALL - PARKING GARAGE B - STORAGE CENTER ▪ Permit D08 -284 - WESTFIELD SOUTHCENTER MALL - SEARS COURT AND KIOSK BACK WALL al Permit 008 -292 - WESTFIELD VANILLA BOX (PURGED) . Permit 008 -357 - WESTFIELD SOUTHCENTER MALL - STORAGE ROOMS 1 2 3 4 5 6 a 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 Miirofilm'to-Dijjital Project Government Electronic Transparency Initiative for Tukwila Browse Search 2011 -2020 • Entry Properties Full Path CityofTukwila \City Clerk \Ordinances12011 -2020 Creation Date 1/10/2011 4:32:58 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 Develops 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 ▪ Ord 2516 - EXHIBIT B - Stormwater Pollution Prevention Manual "'J Ord 2516 - EXHIBIT A - Surface Water Design Manual Ord 2516 - Surface Water Management: Trash and Waste Receptacles (TMC Title 14) ▪ Ord 2515 - DOCUMENT - 2017 -2018 Biennial Budget Ord 2515 - 2017 -2018 Biennial Budget Ord 2514 - $36,500,000 Unlimited Tax General Obligation Bonds - Public Safety Plan T Descriptive naming that provides quick, essential context is vital for u s e rs browsing through records ,sTukwiIa Unnamed local city Browse Search CityOf_> City Clerk > Public Access > Ordinances > 2016 2016 Entry Properties Path City Clerk\Public Access\Ord i nances12016 Creation date 1/21/2016 8 :01:22 AM Last modified 12/21/2016 1:25:12 PM Metadata No metadata assigned Name 2 6633 6632 ✓ 6630 • 6629 6628 it 6627 Et, 6625 g 6624 2 6623 g 6622 2 6621 2 6620 j ▪ 6619 2 6618 g 6617 • 6616 Entry type Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut Shortcut GET -IT Miirofilm'to-Dijjital Projct Government Electronic Transparency Initiative for Tukwila BENEFIT- Laserfkhe produces a +- fi:her quality ihiage than the original! L 014, sDr O bus -►� - -� •4GlL: Tti• ID FF'FCAT lC7N . • Printout of same record from our Digital Records Center —■ GET -IT Re ,r y Printout from aperture card or microfilm W S � cr'c©usr i FACILITY UsQc+M[C1 FICy Ca tO?r 8Z- C r- q 3.1T , A CIa P ..2 L(S$,A,A c ODE TypF 3TNON 1439 ALLOW tE 4R[a: Sne 3Sp 5 MN .l[ EX,s,r3 Iy6 ry�T SPfq r 6000 S.c�r. L'Mdw s. 2 �E4 �eaeo SEPARATE + .m.4AL PERMFT AND APPROVAL REQUIRED Miirofilm'to-Dijjital Project 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-fl qualifies for consideration in the Laserfiche Run Smarter" awards program, garnering national recognition forTukwila. GET -IT Miirofilm-to-Dijjital Project