How we did it:How we did it:Enterprise Content Management Enterprise Content Management

at the County of San Diegoat the County of San Diego

Rich GrudmanRich Grudman

Program AdministratorProgram Administrator 10/9/0810/9/08

Managing Records is important but…Managing Records is important but…

We just save everythingWe just save everything

Too busy to deal with Records Too busy to deal with Records ManagementManagement

We don’t know what to do with it We don’t know what to do with it

It cost more to destroy boxes than to It cost more to destroy boxes than to store themstore them

Records, Records everywhere…Records, Records everywhere…

175,000 boxes at Iron Mountain175,000 boxes at Iron Mountain

99,000 boxes with no destruction date99,000 boxes with no destruction date17,000 boxes stored past destruction 17,000 boxes stored past destruction

datedateUnknown contentUnknown contentStorage reports to Depts. were outdatedStorage reports to Depts. were outdated

More Stored On-SiteMore Stored On-Site

But wait there’s more…But wait there’s more…

24% of Departments had retention 24% of Departments had retention schedulesschedules

Records staff were retired or on the way Records staff were retired or on the way outout

Limited communication toolsLimited communication tools

Reactionary modelReactionary model

No consistent tracking method No consistent tracking method

E.D.M.S. ProgramE.D.M.S. Program

Electronic Document Management was Electronic Document Management was separateseparate

Little connection with Records programLittle connection with Records program

System was not certified as “Trusted”System was not certified as “Trusted”

Then came the change…Then came the change…

Executive

Legal

Records

Technical

The Risks…The Risks…

Tracking data

Retrieving data

Damaged/Lost data

Controlling Costs

Preserving Evidence

What an ECM Program does…What an ECM Program does…

Guides departmentsGuides departments

Provides infrastructureProvides infrastructure

Markets and cheerleads the programMarkets and cheerleads the program

How we did it…How we did it…

• StaffingStaffing• Philosophy Philosophy • MissionMission• DefinitionsDefinitions• Countywide policiesCountywide policies• TechnologyTechnology• Communication/EducationCommunication/Education• MotivationMotivation

StaffingStaffing

6 new staff were hired including:6 new staff were hired including:Program AdministratorProgram AdministratorProject Manager –Electronic Project Manager –Electronic

Document ManagementDocument ManagementCounty Records ManagerCounty Records Manager2 Records Coordinators2 Records CoordinatorsOffice supportOffice support

PhilosophyPhilosophy Be proactive Be proactive

Communicate from top-downCommunicate from top-down

Get executive buy-inGet executive buy-in

Eliminate surprisesEliminate surprises

Provide excellent customer serviceProvide excellent customer service

MissionMission

To provide assistance to CountyTo provide assistance to County

departments with managingdepartments with managing

content (both physical andcontent (both physical and

electronic) while working towardselectronic) while working towards

reducing the amount of paperreducing the amount of paper

stored countywidestored countywide

DefinitionsDefinitions DocumentDocument is any authored content (Paper, is any authored content (Paper,

Email, Word, Excel, HTML, Text etc…) that Email, Word, Excel, HTML, Text etc…) that reflects County businessreflects County business

Official RecordOfficial Record is a document that memorializes is a document that memorializes an official public transaction and needs to be kept an official public transaction and needs to be kept for a defined period of timefor a defined period of time

Public RecordPublic Record = Document = Document

Not allNot all Documents are Official Records Documents are Official Records

PoliciesPolicies

Records policy re-write Records policy re-write Updated definitions Updated definitions

Documents and official recordsDocuments and official records

Standards for retention policies Standards for retention policies Electronic content standard Electronic content standard

3 new related policies 3 new related policies Email and verbal communicationsEmail and verbal communications County data/information security County data/information security The Public Records ActThe Public Records Act

TechnologyTechnology

Intranet website Intranet website

Enterprise records tracking Enterprise records tracking systemsystem

EmailEmail

Training VideoTraining Video

Communication/EducationCommunication/Education

Intranet websiteIntranet website ““House Calls” House Calls” Records Management workgroupRecords Management workgroup Quarterly storage reportsQuarterly storage reports Tip of the Month Tip of the Month Training Video Training Video Electronic Document Mgmt user Electronic Document Mgmt user

group group Electronic Document Mgmt guidanceElectronic Document Mgmt guidance Annual AuditAnnual Audit

MotivationMotivation

Records Services does not charge

Raised awareness of Risks

Yearly incentive program goals

Results so far…Results so far…

100% approved retention schedules100% approved retention schedules New mindset –More than a projectNew mindset –More than a project

Offsite Boxes stored Reduction

Total number of boxes in storage 13%

Boxes stored Past their Destruction Date 65%

Boxes stored with No Destruction Date 100%

DocumentumDocumentum

What is it?What is it?• Configurable software toolConfigurable software tool with with

several modulesseveral modules

• Used to manage unstructured dataUsed to manage unstructured data

• Indifferent to formatIndifferent to format

(Word, Excel, PowerPoint, Access, (Word, Excel, PowerPoint, Access, scanned documents, digital photos, etc.)scanned documents, digital photos, etc.)

Documentum- Five UsesDocumentum- Five Uses

Web Content Management & PublishingNon-I.T. employees can manage their own Web pages

Digital Asset

Management Multi-Media Capacity

EnterpriseContent

ManagementOur electronic document library

Collaboration Electronic & virtual

communication and information sharing

Records Management ComplianceAutomated retention & destruction to manage data

storage

Enterprise Content ManagementEnterprise Content Management

Foundation module Foundation module

Check-in, check-out, version & Check-in, check-out, version & life cycle control and workflowlife cycle control and workflow

Used to:Used to:• Replace repetitive paperwork that is constantly Replace repetitive paperwork that is constantly

retrieved and re-filedretrieved and re-filed• Prevent data loss/damagePrevent data loss/damage

Web Content ManagementWeb Content Management

Allows non-IT staff to manage web Allows non-IT staff to manage web pages through the use of templatespages through the use of templates

Users can “subscribe” to a documentUsers can “subscribe” to a document

Records ManagementRecords Management

Tracks records retention and Tracks records retention and destructiondestruction• Retain, remove or destroy with defined Retain, remove or destroy with defined

retention policiesretention policies• Automatic notifications for destructionAutomatic notifications for destruction• Knows where records liveKnows where records live

Reduces risks of tracking/ Reduces risks of tracking/ retrieving dataretrieving data

Digital Asset ManagementDigital Asset Management

Offers management for digital media Offers management for digital media (digital photos, CDs, etc.)(digital photos, CDs, etc.)

Used for:Used for:• Version Rendering (tiff, gif, mpeg, Version Rendering (tiff, gif, mpeg,

image size)image size)

What about Scanning?What about Scanning?

Scanning projects are separateScanning projects are separate yet ancillary yet ancillary

Go-Forward vs. Back-ScanningGo-Forward vs. Back-Scanning• Many projects include bothMany projects include both

ProjectsProjects

In ProductionIn Production CAO CAO - Admin Manual- Admin Manual DHR DHR - On line Job Applications- On line Job Applications DHR DHR - Certified resume Distribution- Certified resume Distribution DEH/DPLU DEH/DPLU - Inspection Automation- Inspection Automation DPWDPW - Survey Records System- Survey Records System HHSA HHSA - Web Based Program Guides- Web Based Program Guides HHSA HHSA - CalWin- CalWin HHSAHHSA -AIS-AIS P&C P&C - Contract Management- Contract Management County Counsel County Counsel - Confidential/ Personnel Records- Confidential/ Personnel Records COBCOB - Cyberdocs replacement- Cyberdocs replacement MPRMPR - Digital Photo rendering- Digital Photo rendering CountywideCountywide -Web Content Management-Web Content Management

Questions?Questions?