*****INTEROFFICE MEMORANDUM*****

DATE: 21 January 2005

TO: Diane Betcher

FROM:  Tim Hunt

RE:  Minutes from 1-20-2005 Efiles meeting

In attendance: Diane Betcher, Diana Banning, Robert Kiningham, Scott Anderson, Tim Hunt

TUF Conference

▪  Diane said it was good to be able to speak directly to Tower’s upper management and stress the importance of having a good web tool in TRIM to make records available to the public.

▪  Diane and Tim explained the security concern we had with WebDrawer to Tower USA president Jan Rosi and she introduced us to one of their IT people, Peter Green. Peter said Context 5.2 service pack 3 should resolve the problem – he gave us a copy of SP3.

WebDrawer

▪  Testing and upgrade of SP3

•  Robert now has the new version of SP 3 – he will make a copy for Scott.

•  Before SP3 can be tested Scott needs to move the from CAVADER files to another server

•  Once the new version is on a test server, BTS will test the WebDrawer security issue and Diana and Tim will test the rest of the product functionality

•  It should be ready for testing by February 10^th

•  Once testing has been completed the upgrade can be put into production

▪  Help files and rollout to city users

•  Help files were moved from Efiles itself to the SPARC area of PortlandOnline to make it easier to make modifications to the files.

•  Tim, Diana and Toni will compile a list of current Efiles users so that an email can be sent to them before the old site is disabled, explaining what is going on and what they can expect

•  The old url will have an explanation of what’s going on

•  Diana and Tim will continue to review content of Help files

•  Efiles WebDrawer committee will have a chance to review content of help files, forms etc. before rollout

•  First rollout will be to internal city employees

•  Robert will create project plan and timeline for Diane

Ordinances

▪  13,000 pdfs have been imported to Efiles representing ordinances that go back to March of 1991.

▪  We discussed how a temp would enter data once the agendas are only available from microfilm – will probably set up microfilm reader at current workspace

Police Bureau

▪  No action since last meeting – will make a priority after Efiles rollout

Other

▪  Discussed bureau enquiries about linking ordinances in Efiles to TRACS – is probably technically possible and may be explored in a later phase of the Efiles project

▪  Robert is supposed to submit a request to Wes for looking at the possibility of creating an “ordinance only” search