(1) To
implement a process that ensures that all technology purchases by Registries of
Deeds are compatible with each other, it is imperative that all acquisitions be
coordinated through a central control point. This "control point" shall be the
Director of the Secretary's Auto mated Systems Division. The Director will
establish a top-down Secretary IT planning process. The Secretary's ITD Plan
will address a framework for all Registry of Deeds hardware, software and
telecommunications standards conforming, where practicable, to existing State
Information Technology Division (ITD) hardware, software and telecommunications
standards.
(2) Once the Secretary's
IT Plan has been drafted, approved and released, each Registry of Deeds will
prepare a Registry ITD Plan that is in consonance with Secretary's Plan and
submit it for review to the Director of the Secretary's Automated Systems
Division.
(3) Each Registry IT Plan
will contain and describe the IT initiatives that it intends to undertake to
improve the efficiency and/or effectiveness of their operation. The Director of
the Secretary's Automated Systems Division will review each Registry plan and
approve, reject and or return it for additional information. Once the Director
of the Secretary's Automated Systems Division has approved the Registry's IT
Plan, individual technology acquisition requests will be reviewed by said
Director on the basis of the Registry's plan and its conformance with the
Secretary's IT Plan.
The following sections describe this process.
(a)
Registry Information
Technology Plans - Every Registry shall prepare a Registry IT
Plan, which is comprised of, but not limited to, a set of its IT initiatives
covering a period at least equal to the remainder of the current fiscal year
and the succeeding fiscal year. The Registry will submit the plan in a format
and by a date established by the Director of the Secretary's Automated Systems
Division. The Registries will revise their plan as often as necessary to keep
it current, to conform it to the applicable Secretary's IT Plan, and to
maintain the required period of coverage. The Secretary will establish
procedures to coordinate the preparation and revision of Registry IT Plans.
Each Registry will deliver its Registry IT Plan and all
revisions to the Secretary. Each Registry IT Plan will be subject to review by
the Director of the Secretary's Automated Systems Division, and others as
appropriate. The Secretary may delay action on any pending request until the
Registry IT Plan of the requesting Registry is complete and current.
(b)
Registry
Information Technology Initiatives - IT Initiatives are planning
tools. As such, they may be long-term in focus. They are not limited to the
remainder of the current fiscal year and the succeeding fiscal year. And they
need not be specific about exact funding sources for the prospective IT
Resources.
Each Registry will deliver to the Secretary their IT
Initiatives as they are developed. Each initiative will contain a plan to
improve the efficiency and/or effectiveness of its operation. For example, an
initiative could describe a project to automate a business function or to
enhance an already automated process or function, in order for the Registry to
improve the achievement of its mission.
(c)
Secretary Information
Technology Plan - The Director of the Secretary's Automated
Systems Division will prepare a Secretary IT Plan covering a period at least
equal to the remainder of the current fiscal year and the succeeding fiscal
year. The Secretary IT Plan will address hardware, software and
telecommunications standards conforming, where practicable, to existing State
Information Technology Division (ITD) hardware, software and telecommunications
standards. The Director of the Secretary's Automated Systems Division will
revise the plan as necessary to keep it current and to maintain the required
period of coverage.
