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DBI outlines 3R report turnaround, records digitization and customer issues
Summary
DBI staff described the 3R report process, said the target turnaround is six business days, and reported the unit handles roughly 500–600 requests per month with four staff; department plans to bid in May to digitize microfilm and integrate records with the permit-tracking system.
The Building Inspection Commission heard a detailed briefing on records-management and the department's 3R report process on March 16.
Tutti Surdano, supervisor for the TRiR section in records management, answered commissioners' questions and described common causes of delay in producing 3R reports, including incomplete request forms, missing signatures, incorrect address or parcel information, and legacy records issues. Surdano said the target turnaround is six business days and confirmed high volume: "Average, we have about 500 to 600 requests a month," she said.
Surdano explained the research process: staff verify property and permit histories using assessor records, job cards, microfilm and scanned permit images, and flagged that older properties may have hundreds of permit records to review. She said staffing for 3R processing is limited to four staff members and that, on average, one staffer can complete about eight requests per day.
Commissioners and members of the public asked how incorrect information on a 3R report can be corrected. Surdano outlined steps for correction: gathering supporting documentation (assessor property cards, old hand-written documents, water records) and submitting a package for deputy director review; in some cases a site visit or additional permits may be needed. She said corrections themselves carry no fee, though related inspections or permits may.
Director Vivian Day said DBI has budgeted an RFP to convert archived microfiche, aperture cards and other legacy media into a searchable electronic imaging system and expected to go out on bid in May; once completed, permit images and certain non-copyrighted records will be linkable with the permit tracking system. Day cautioned that some plan images are copyrighted and access/printing rules will remain restricted.
Members of the public suggested online application and payment for 3R requests to speed the process; staff said some online forms exist but more integration is possible as the permit-tracking and imaging projects progress.
