Dealing with Information Overload

Increase ProductivitySave Time … Save Paper

Reduce Costs

Dealing with Information Overload

Increase ProductivitySave Time … Save Paper

Reduce Costs

Enterprise ContentManagement (ECM)

City of TampaTechnology & Innovation

Steven CantlerProject Manager

What is ECM

BenefitsIdentifying RequirementsAcquiring a Solution

Tampa’s Journey

Overview

Where did I save that document? If I can’t find it, I’ll have to re-create it.

Has someone else already done this?

I have several different copies; which is the current and most accurate version?

Have You Experienced…

What is the current status of the review and approval for…?

AIIM – Association for Information and Image Management…the technologies, tools and methods used to capture, store, manage,

deliver & preserve content across an entire enterprise

What is ECM

…anything NOT under an existing automated business application

Electronic: Word, Excel, PowerPoint, CAD, GIS, audio, video, image filesPaper: text, photographs, maps, drawings

…anything NOT under an existing automated business application

Electronic: Word, Excel, PowerPoint, CAD, GIS, audio, video, image filesPaper: text, photographs, maps, drawings

Unstructured Content

Florida Public RecordsWhat is a record

Florida Statutes Section 119.011(12)… “Public records” means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency.

Public Records AccessFlorida Statutes Section 119.07(1)(a)… Every person who has custody of a public record shall permit the record to be inspected and copied by any person desiring to do so, at any reasonable time, under reasonable conditions, and under supervision by the custodian of the public records.

Penalties for Non-ComplianceFlorida Statutes Section 119.10… A knowing or intentional violation is a 1st degree misdemeanor punishable by a fine of up to $1,000 and a jail term not to exceed one year. An unintentional violation is a non-criminal infraction, punishable by a fine up to $500. A public officer who intentionally violates the public records law is subject to suspension or removal from office. Attorney's fees and court costs are available to the requestor that prevails in a civil suit for access.

Capture

ECM system

…putting content into the repository

Paper scanning, imaging, OCRDirect saves from authoring tools such as Microsoft Word, ExcelBulk imports (+ drag & drop)Email, Fax, Web

…putting content into the repository

Paper scanning, imaging, OCRDirect saves from authoring tools such as Microsoft Word, ExcelBulk imports (+ drag & drop)Email, Fax, Web

ECM = Save Paper, Save Time

Store…where the content goes and

how to find it again

ClassificationSearch & RetrievalCheck Out/InVersion Control

…where the content goes andhow to find it again

ClassificationSearch & RetrievalCheck Out/InVersion Control

Attributes establish order/structuremetadatataxonomy

Ideally in one location

ECM = Increase Productivity, Reduce Costs

Manage

…tools & techniques for moving content around and performance monitoring

Access and SecurityAudit TrailsCollaboration, Workflow

…tools & techniques for moving content around and performance monitoring

Access and SecurityAudit TrailsCollaboration, Workflow

Current Statuswho has what; waiting how long

Historyreview of a specific occurrence;macro views of volumes, totals,trend analysis

ECM = Save Paper, Save Time

Deliver…getting the right content to the

intended audience

Display, Printing, ReportingReuseRedaction

…getting the right content to theintended audience

Display, Printing, ReportingReuseRedaction

Redaction Issues…what is confidential or exempt…black out or white out redaction…legal basis for redaction required

ECM = Increase Productivity, Reduce Costs

Preserve

…options for long term storage andproper disposal at end-of-life

ArchivingHoldsRetention and DispositionTransfer, Export

…options for long term storage andproper disposal at end-of-life

ArchivingHoldsRetention and DispositionTransfer, Export

ECM = Save Paper, Save Time

Calendars - #89This record series consists of calendars, appointment books, planners, or other records showing official daily appointments and meetings. The series might also include lists of “prioritized daily tasks,” background materials, issues for discussion, and speaking points or remarks.

Retention: 1 anniversary year.

Drafts and Working Papers - #242This records series consists of materials used in developing, compiling, and assembling a final product such as an agency report or database. The series may include, but is not limited to, circulated drafts; data entry forms; notes; calculations; and other supporting documents.

Retention: Retain until obsolete, superseded, or administrative value is lost.

Record Series Examples

TangibleIntangible

ECM Benefits

ComplianceEfficiency

Cost Reduction

SAVINGS

Money

Time

Space

Legal

SAVINGS

Money

Time

Space

Legal

Per EMC2, each office document costs:

$20 in labor to file

$120 in labor to locate

$1 to store

$5 to retrieve

…and on average 5% are lost, each of which take 25 hours to recreate

Per EMC2, each office document costs:

$20 in labor to file

$120 in labor to locate

$1 to store

$5 to retrieve

…and on average 5% are lost, each of which take 25 hours to recreate

2009 EMC2 Corp

Minimizing electronic storage costs by eliminating duplicate files and old versions that are not needed.

Minimizing administration costs by centralizing management of shared assets.

Maximizing staff utilization by focusing on a single system vs. cross-training on many platforms.

Managing workflows to optimize the use of resources.

Reducing paper by sharing digital vs. paper files.

Convert paper records when appropriate to reduce onsite and offsite storage expenses.

Minimizing electronic storage costs by eliminating duplicate files and old versions that are not needed.

Minimizing administration costs by centralizing management of shared assets.

Maximizing staff utilization by focusing on a single system vs. cross-training on many platforms.

Managing workflows to optimize the use of resources.

Reducing paper by sharing digital vs. paper files.

Convert paper records when appropriate to reduce onsite and offsite storage expenses.

Tangible Benefits

QuantifiableSavings

Improves find-ability and speed of access to information assets.

Increases knowledge sharing and reduces duplication of efforts, as awareness of information developed by others will be accessible.

Enhancing the quality of decision making by sharing information.

Enhances understanding of information status and activity with version controls and audit trails, i.e. who, what, when, etc.

Enables the application of State mandated records retention periods to previously unstructured information.

Expedites and improves discovery efforts, such as public information requests, legal actions and audits, while also enabling record protection.

Access to sensitive information can be restricted to authorized individuals and groups, and help ensure information is redacted.

Improves find-ability and speed of access to information assets.

Increases knowledge sharing and reduces duplication of efforts, as awareness of information developed by others will be accessible.

Enhancing the quality of decision making by sharing information.

Enhances understanding of information status and activity with version controls and audit trails, i.e. who, what, when, etc.

Enables the application of State mandated records retention periods to previously unstructured information.

Expedites and improves discovery efforts, such as public information requests, legal actions and audits, while also enabling record protection.

Access to sensitive information can be restricted to authorized individuals and groups, and help ensure information is redacted.

Intangible Benefits

Providing layers of security, ensuring that any given document or particular details within a document can be viewed only by authorized individuals.

Providing redaction tools to protect material.

Automating processes for retaining public documents and purging them when they are no longer needed, according to specific retention policies.

Increasing government transparency and accountability.

Providing layers of security, ensuring that any given document or particular details within a document can be viewed only by authorized individuals.

Providing redaction tools to protect material.

Automating processes for retaining public documents and purging them when they are no longer needed, according to specific retention policies.

Increasing government transparency and accountability.

Compliance

Postal Service Loses Open Records Lawsuit (10/25/2012)

Washington State Pays Open Government Coalition $65,000 to Settle Records Case (10/22/2012)

Blogger Files Lawsuit Against Lawrence After Being Denied Access to Document (10/06/2012)

Converting paper documents into electronic ones, ending the paper shuffle.

Storing content in one central repository, giving each authorized user access to all the information needed to do his or her job.

Indexing content for easy search and retrieval.

Allowing an authorized user to quickly access collections of documents, without worrying about what documents are called or who “owns” them.

Making information available 24/7 from any computer with access to the repository.

Increasing opportunities for information sharing and collaboration.

Keeping documents from getting lost.

Providing version control for documents undergoing revision.

Converting paper documents into electronic ones, ending the paper shuffle.

Storing content in one central repository, giving each authorized user access to all the information needed to do his or her job.

Indexing content for easy search and retrieval.

Allowing an authorized user to quickly access collections of documents, without worrying about what documents are called or who “owns” them.

Making information available 24/7 from any computer with access to the repository.

Increasing opportunities for information sharing and collaboration.

Keeping documents from getting lost.

Providing version control for documents undergoing revision.

Efficiency

Reducing the need to buy or rent expensive office space, file cabinets, folders and boxes for storage.

Reducing labor costs by eliminating time employees used to manage paper records and unstructured electronic documents.

Making it easier to assemble information needed for actions and decisions.

Reducing the need to buy or rent expensive office space, file cabinets, folders and boxes for storage.

Reducing labor costs by eliminating time employees used to manage paper records and unstructured electronic documents.

Making it easier to assemble information needed for actions and decisions.

Reducing Costs

For Return on Investment (ROI) reporting, focus on Tangible Benefits.

Locate Key Performance Indicators to measure for before and after implementation comparison.

Where to BeginStandards -- MoReq2, DoD5015.2, Dublin Core, etc.Industry Associations: AIIM / ARMAUndertake an Information Inventory

[department, section/team, role/function]Locate and assess other recent efforts

Identify the ScopeWho will Sponsor/ChampionResources -- $’s, personnelWhat are the most important functions

Where to BeginStandards -- MoReq2, DoD5015.2, Dublin Core, etc.Industry Associations: AIIM / ARMAUndertake an Information Inventory

[department, section/team, role/function]Locate and assess other recent efforts

Identify the ScopeWho will Sponsor/ChampionResources -- $’s, personnelWhat are the most important functions

Identifying Requirements

Partner with your IT dept; ask what they are doing to capture, store, manage, preserve & deliver content.

Engage your Records Management Liaison Officer.

Join AIIM; investigate training and certifications.

Perform online research; attend web casts; talk with other agencies about what they have done.

Create & distribute requests for information and/or proposals.

Get relevant demonstrations of solutions focused on your business functions.

Partner with your IT dept; ask what they are doing to capture, store, manage, preserve & deliver content.

Engage your Records Management Liaison Officer.

Join AIIM; investigate training and certifications.

Perform online research; attend web casts; talk with other agencies about what they have done.

Create & distribute requests for information and/or proposals.

Get relevant demonstrations of solutions focused on your business functions.

Acquiring a Solution

TimetableMid-2008 to early 2009…initial project team identified functionalrequirements in RFP [37 Team Members]2 yrs in purchasing [9 RFP Committee Members]2011 Sire Technologies selected for implementation;team re-assembled [75 Team Members]

Major Activitiesinitial focus on identifying standards for pilot implementationkey areas of contract scope

paper to electronic conversion (vital records)records management (convert existing system)migration of electronic content (network shares)basic collaboration & workflow (forms, electronic signatures)

TimetableMid-2008 to early 2009…initial project team identified functionalrequirements in RFP [37 Team Members]2 yrs in purchasing [9 RFP Committee Members]2011 Sire Technologies selected for implementation;team re-assembled [75 Team Members]

Major Activitiesinitial focus on identifying standards for pilot implementationkey areas of contract scope

paper to electronic conversion (vital records)records management (convert existing system)migration of electronic content (network shares)basic collaboration & workflow (forms, electronic signatures)

Tampa’s Journey

AIIM, Association for Information and Image Managementhttp://www.aiim.org

Dublin Core Metadata Initiativehttp://dublincore.org

ECM Connectionhttp://www.ecmconnection.com/

Florida Department of State, Division of Library and InformationServices, Records Managershttp://dlis.dos.state.fl.us/recordsmgmt/statutes.cfm

MoReq2, Model Requirements for the Management of Electronic Recordshttp://www.moreq2.eu

Resources