FDP Purpose and Goals V.2 (SL Edits) 12.28.24

Purpose of Digitization

The 2025 Strategic Plan outlines the need for the digitization of forms at CCC to enhance efficiency and organization. The goal is to provide clear guidance for field personnel on new policies regarding digitized forms, ensuring successful implementation by collaborating with Points of Contact (POCs) and analyzing existing forms.

Implementation Measures

Phase 1: Communicating Project

  • Definition of a Form:

    • Official State/CCC forms conduct business or personnel transactions specific to CCC processes.

    • Must meet standards of consistency, legality, ADA compliance, and be tracked by versions/dates.

    • Examples include room inspection sheets, HR forms, and separation forms.

  • Goals: Aim for 80% effectiveness in the conversion process by May.

Page 2: Structure and Strategy

  • Task Force Engagement:

    • Involve regional analysts in reviewing forms for consolidation and digitization strategies.

  • Storage Solutions:

    • Collaborate with ISS to explore options for digital storage and establish archiving processes consistent across units.

  • Information Mining Meetings:

    • Schedule discussions with Directors and Managers to secure project support and identify POCs.

    • Assess current usage of forms and potential digitization barriers, looking for duplicates and local storage methods.

Phase 3: Forms Dissection

  • Prioritize Simplicity:

    • Complete easier forms first to manage workload efficiently.

  • Combine and Categorize:

    • Finalize documents from similar forms, and categorize them as Residential or Non-Residential.

  • Establish Procedures:

    • Create naming conventions for forms, update or archive as needed, and assess costs of digitization.

Phase 4: Digitization and Compliance

4A: Form Digitization

  • Digital Conversion:

    • Transform paper forms into digital formats and conduct testing with pilot units.

4B: ADA Compliance

  • Accessibility Testing:

    • Ensure all departmental forms meet accessibility standards, updating to comply with Web Content Accessibility Guidelines.

Phase 5: Rollout and Training

  • Implementation Plan:

    • Develop a communication strategy for rollout, aiming for implementation by July 1, 2025.

  • Policy Updates:

    • Provide updated forms policy to the committee, ensuring adherence through internal audits post-deployment.

Phase 6: Ongoing Improvements

  • Continuous Development:

    • Emphasize iterative improvements and follow-up actions for Records and Retention.