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SPONSOR: |
Miera |
DATE TYPED: |
|
HB |
194/aHGUAC |
||
SHORT TITLE: |
2nd Judicial District Document
Management |
SB |
|
||||
|
ANALYST: |
Hayes |
|||||
APPROPRIATION
Appropriation
Contained |
Estimated
Additional Impact |
Recurring or
Non-Rec |
Fund Affected |
||
FY03 |
FY04 |
FY03 |
FY04 |
|
|
|
$217.7 |
|
|
Recurring |
General
Fund |
(Parenthesis
( ) Indicate Expenditure Decreases)
Responses
Received From
Second
Judicial District Court
SUMMARY
Synopsis
of HGUAC Amendments
The House Government and Urban Affairs Committee
Amendment decreases the appropriation amount in HB 194 from $558.7 to $217.7 to
contract for the scanning of old court records.
(The original bill also wanted the appropriation to be used for
purchasing an electronic document management system (hardware and
software). Funding for the system along
with language alluding to their acquisition has been deleted by the committee.) The second amendment states that the $217.7
is to contract for the scanning of old court records, “staff training and integration of the case management system.”
Synopsis
of Original Bill
House Bill 194
appropriates $558.7 from the general fund to the Second Judicial District Court
for the purpose of purchasing equipment for a document management system and to
contract services for the scanning of old files.
Significant
Issues
A. Pursuant to the Second Judicial District
Court:
1.
Federal and
2. The court is seeking approval of an imaging plan as required by the New Mexico Records and Archives Department (NMRA). Without an approved plan, the project cannot be fully implemented.
3. The court appointed a team which has worked for the last year to develop a comprehensive document management system and retained a consultant to review the court’s current system, to identify pressing needs and to provide guidance and feasible solutions.
4. There is a backlog of approximately 46,000,000 pages of records that must be stored, plus 15,000,000 pages of current records. This represents approximately 300,000 files and 5,000 linear feet of storage. The backlog grows by 3,000,000 pages per year.
5. Storage is one part of the problem; retrievability is another. Sometimes, the public must wait up to seven days for the clerks to retrieve an old case file. The wait depends upon the location of the file. Clerical efficiency is lost because file searches divert staff from primary duties.
FISCAL IMPLICATIONS
*A portion of the
appropriation totaling $558.7 contained in this bill is a non-recurring expense
to the general fund since it is for capital equipment. The exact amount of the equipment was not
provided by the court. Any unexpended or
unencumbered balance remaining at the end of fiscal year 2004 shall revert to
the general fund.
The court anticipates
that this will be a 2-year project, so additional funding totaling $700.0 will
be required next fiscal year.
POSSIBLE QUESTIONS
CMH/njw:sb