CITY OF DAUPHIN MEETS DOCUSHAREDocument Management in a Municipal Environment

City of Dauphin Meets DocuShareOverview Where We Started Where We Are Now Where We Go In The Future

Where We Started

City of Dauphin Meets DocuShare

City of Dauphin Meets DocuShare I started working for the City in 1996 as Draftsman

and became unofficial IT guy shortly after Became official IT guy in 1998 Responsible for IT at two locations; Civic

Administration Building and Public Works. City built new computerized Water Treatment Plant

in 1999 and was made responsible for IT City built new Civic Administration Building in 2002 Duties were changed in 2002 new job titles Water

Treatment Plant Manager and Network Administrator.

City of Dauphin

Computer network design in the late 90’s

• Novell Server • 10Base-T Network• Individual user

directories• Tape Backup run every

night

Civic Administration Building

• DOS Terminals • Windows 95

workstations• My Documents

folders• Floppy drivesNo Backup

Strategy

City of Dauphin Meets DocuShareComputer network design in the late 90’s

Public Works Department

• Individual workstations only• Dialup Connection to server for

Accounting only• SneakernetNo Backup Strategy

City of Dauphin Meets DocuShareComputer network design in the late 90’s

Water Treatment Plant

• Individual workstations only• Dialup Connection TO SCADA computer• Backup of critical SCADA data to Iomega

Zip driveNo Backup Strategy for operator files

City of Dauphin Meets DocuShare In 2000 City started planning to build a new

Civic Administration Building Needed a Document Management system for

the new building There needed to be a single system for the entire

organization Needed to be readily catalogued and referenced Needed to be easy to expand on Needed digital file system and paper file systems

to mirror each other Simply needed to be easier to use

City of Dauphin Meets DocuShare There are basically two Departments

within the City; Administration and Works and Operations.

The biggest barrier to an effective organization wide document management system is that fact that each of these departments has many different functions and most of those functions are separate but somehow intertwined.

City of Dauphin Meets DocuShare

Taxes Utility Mayor & Council Building & Zoning Parks & Recreation Police, Fire Emergency Finances Etc Etc

Water/Wastewater Treatment

Water/Wastewater distribution & collection

Streets and Roads Garbage & Recycling Airport Operations Snow Removal Etc Etc

Administration Works and Operations

City of Dauphin Meets DocuShare The solution was not an easy one but after many

months and many meetings we finally had a solution on the design of the filing system. The system would have 14 root filing categories

based on the requirements for document retention in the Municipal Act

The filing system would use an alpha numeric catalogue system starting at the root 14 categories and would use a period to denote a sub filing location i.e. 01.01.MN

Each root category would have a catchall general category for one off documents i.e. root.00 = General

Every document would have the file location clearly marked in a standard location

City of Dauphin Meets DocuShare

Xerox to the Rescue

Now that we had a consensus on a document management system how were we going to implement it? Paper filing system was straight forward but

would take a lot of work to move existing files and catalogue

Digital files posed another problem how were we going to manage them

Looked at custom database to catalogue everything but it was extremely cost prohibitive

City of Dauphin Meets DocuShare We were meeting with Xerox rep to

replace existing copier and just happened to mention what we were trying to do

Magically we have our solution

City of Dauphin Meets DocuShare After a few meetings with Xerox staff to

discuss our proposed Document Management System we came up with the following solution Document Centre 340 – Copier, Printer, Fax,

Scanner DocuShare, PaperPort Pro, TextBridge Pro

Everything we needed for our organization wide document management system.Except!

City of Dauphin Meets DocuShare We had a second barrier to an effective

document management system for the entire organization. The fact that we have three locations that are physically removed from each other posed some problems.

City of Dauphin Meets DocuShare Fortunately the solution to our second

barrier was the easier problem to address. Technology to the

Rescue

City of Dauphin Meets DocuShare We utilized wireless networks to connect

the three buildings into one network. DocuShare was now accessible to everyone in the organization

Since that day our DocuShare Document Management System has been a work in progress

Were We Are Now

City of Dauphin Meets DocuShare

Were We Go In The Future

City of Dauphin Meets DocuShare

City of Dauphin Meets DocuShare Our DocuShare is still a work in progress

and we are constantly revising it Younger staff is realizing the potential

and starting to use other functionality other than just a document repository

Hope to eliminate entirely the distribution of paper documents

City of Dauphin Meets DocuShare

Thank You! Questions?