001-25 - Document Scanning Services

In 2022, the Douglas County Health Department (DCHD) was established following the dissolution of the former Tri-County Health Department (TCHD), which operated for approximately 70 years. DCHD inherited approximately 184 linear feet of physical files that are on a permanent retention schedule. Most of the files are related to the Onsite Wastewater Treatment System (OWTS) program, with a smaller portion being Retail Food, Childcare, and Pool programs. The County estimates this collection to contain:
• ~ 8,816 folders
• ~ 386,673 standard-sized papers
• ~ 882 large-format drawings/maps

Files are located along the northern wall wrapping around to the eastern wall. Another set of shelves intersects the space, creating a tight corner. Files are divided alphabetically by street name and then again by numerical order of their address. Each folder contains approximately 45 pieces of paper, although the number of papers can vary based on the history of that address.

The physical files contain paper documents of various sizes, ranging from small scraps of paper to large-format blueprints; most are 8.5” x 11” or 11” x 17”. The exact quantity of each document size is unknown. Individual pages may be loose or assembled using several different methods: binder clips, staples, folding, etc. These documents will need to be accessed by internal staff and, in the future, the public.