Integrating document management with GIS
Reasons for Project
The City of Richardson initiated this project primarily because the equipment that was
being used to view aperture cards had become obsolete. Aperture card viewers with
printing capabilities are no longer manufactured. They have been replaced by scanning
/viewing technology. Rather than continuing with the aperture card storage system, we
opted for digital imagery.
We also wanted to bring order to current filing system. In this case, files were kept either
as aperture cards or as large-scale hard copies. In many cases, it was difficult to
determine the location of files and documents… many one of a kind. We felt that the
new database/imagery technology would resolve these issues.
We wanted to centralize storage of documents. Copies of documents are stored in
many departments as hardcopies for various reasons. When a notation is made on one
of these copies, the comment is not reflected on all the copies. We wanted to keep one
single digital image, which would hold all comments from all departments.
We wanted to provide access to departments that are not located in City Hall through the
network. Currently, if a staff member of a remote department needs to view a
construction design document, that person need to drive to City Hall to do so. Once this
project is implemented, that same document can be viewed through the City’s intranet
web site.
Last, we wanted to further develop a comprehensive procedure for disaster recovery of
documents. Currently there are procedures in place, but they would be difficult to
implement if truly needed. Boxes of aperture card would need to be brought back from
storage, and there is no guarantee that a complete inventory is on file. By keeping all
documents as digital files, and standardizing the way in which we store the images, we
can keep a copy of all documents on back up tapes off site. Recovery would be a
simple matter of reloading these tapes on a new server.
Project Goals
City of Richardson staff and the Consultants selected for this project created the
following list of goals.
- Develop a procedure for storage of imagery and files to avoid redundancy and ensure
that all pertinent docuements are recorded.
- Access documents from desktop, even if at remote locations such as service center
and fire stations.
- Dynamic search capabilities: by key words or by geographic location (using GIS).
- Establish a geographic link to a GIS layer for all document types.
- Print-to-scale. This goal has proved very difficult to achieve. We are currently working
on alternatives, but have not found anything that works easily.
- Kiosk ready, for future endeavors.
Document List
Development Services Department:
- 15,000 drawings – 24 X 36 sheets
- 15,000 Aperture Cards
- 12,600 Zoning Ordinance Documents
- 1,300 Site / Landscape Plans
