Enterprise Content Management (ECM) Dealing with Information Overload Increase Productivity Save...
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Enterprise Content Management (ECM) Dealing with Information Overload Increase Productivity Save Time … Save Paper Reduce Costs Dealing with Information
Enterprise Content Management (ECM) Dealing with Information
Overload Increase Productivity Save Time Save Paper Reduce Costs
Dealing with Information Overload Increase Productivity Save Time
Save Paper Reduce Costs Enterprise Content Management (ECM) FGFOA
School of Governmental Finance November 13, 2012 City of Tampa
Steven Cantler, Project Manager Joseph Hagge, Lead Analyst
Slide 2
Where did I save that document? If I cant find it, Ill 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?
Slide 3
Agenda What is ECM Benefits Identifying Requirements Acquiring
a Solution Tampas Journey Session Overview
Slide 4
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
Slide 5
Unstructured anything NOT under an existing automated business
application Electronic: Word, Excel, PowerPoint, CAD, GIS, audio,
video, image files Paper: text, photographs, maps, drawings
anything NOT under an existing automated business application
Electronic: Word, Excel, PowerPoint, CAD, GIS, audio, video, image
files Paper: text, photographs, maps, drawings ECM = Increase
Productivity, Reduce Costs Unstructured Content
Slide 6
Florida Public Records What 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
Access Florida 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-Compliance Florida
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.
Slide 7
Capture ECM = Save Paper, Save Time Capture ECM system putting
content into the repository Paper scanning, imaging, OCR Direct
saves from authoring tools such as Microsoft Word, Excel Bulk
imports (+ drag & drop) Email, Fax, Web putting content into
the repository Paper scanning, imaging, OCR Direct saves from
authoring tools such as Microsoft Word, Excel Bulk imports (+ drag
& drop) Email, Fax, Web
Slide 8
Store where the content goes and how to find it again
Classification Search & Retrieval Check Out/In Version Control
where the content goes and how to find it again Classification
Search & Retrieval Check Out/In Version Control Attributes
establish order/structure metadata taxonomy Ideally in one location
ECM = Increase Productivity, Reduce Costs
Slide 9
Manage ECM = Save Paper, Save Time Manage tools &
techniques for moving content around and performance monitoring
Access and Security Audit Trails Collaboration, Workflow tools
& techniques for moving content around and performance
monitoring Access and Security Audit Trails Collaboration, Workflow
Current Status who has what; waiting how long History review of a
specific occurrence; macro views of volumes, totals, trend
analysis
Slide 10
Deliver getting the right content to the intended audience
Display, Printing, Reporting Reuse Redaction getting the right
content to the intended audience Display, Printing, Reporting Reuse
Redaction Redaction Issues what is confidential or exempt black out
or white out redaction legal basis for redaction required ECM =
Increase Productivity, Reduce Costs
Slide 11
Preserve options for long term storage and proper disposal at
end-of-life Archiving Holds Retention and Disposition Transfer,
Export options for long term storage and proper disposal at
end-of-life Archiving Holds Retention and Disposition Transfer,
Export ECM = Save Paper, Save Time
Slide 12
Benefits Tangible Intangible ECM Benefits Compliance Efficiency
Cost Reduction SAVINGS Money Time Space Legal SAVINGS Money Time
Space Legal Per EMC 2, 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
EMC 2, 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 EMC 2 Corp
Slide 13
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. Enhancing security because all documents
inhabit the same security matrix. 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. Enhancing security
because all documents inhabit the same security matrix. Reducing
paper by sharing digital vs. paper files. Convert paper records
when appropriate to reduce onsite and offsite storage expenses.
Tangible Benefits
Slide 14
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
Slide 15
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. Managing workflow for document review and
approval. Reducing the risk of penalties connected with government
mandates. 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. Managing workflow for document review and
approval. Reducing the risk of penalties connected with government
mandates. Increasing government transparency and accountability.
Compliance
Slide 16
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
Slide 17
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 risk of
incurring fines for non-compliance with regulations that govern
security and privacy of information. 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 risk of incurring fines for non-compliance with
regulations that govern security and privacy of information.
Reducing Costs
Slide 18
Where to Begin Standards (MoReq2, DoD5015.2, Dublin Core)
Industry Associations: AIIM / ARMA Undertake an Information
Inventory (department, section/team, role/function) Locate and
assess other recent efforts Identify the Scope Who will
Sponsor/Champion Resources ($s, personnel) Where to Begin Standards
(MoReq2, DoD5015.2, Dublin Core) Industry Associations: AIIM / ARMA
Undertake an Information Inventory (department, section/team,
role/function) Locate and assess other recent efforts Identify the
Scope Who will Sponsor/Champion Resources ($s, personnel)
Identifying Requirements
Slide 19
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
Slide 20
Timetable Mid-2008 to early 2009initial project team identified
functional requirements in RFP [37 Team Members, 20 Depts
represented] 2 yrs in purchasing [9 RFP Committee Members, 7 Depts
represented] 2011 Sire Technologies selected for implementation;
team re-assembled [75 Team Members, 40+ Depts/Divisions
represented] Major Activities initial focus on identifying
standards for pilot implementation key 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) Timetable Mid-2008 to early 2009initial project team
identified functional requirements in RFP [37 Team Members, 20
Depts represented] 2 yrs in purchasing [9 RFP Committee Members, 7
Depts represented] 2011 Sire Technologies selected for
implementation; team re-assembled [75 Team Members, 40+
Depts/Divisions represented] Major Activities initial focus on
identifying standards for pilot implementation key 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) Tampas Journey
Slide 21
Everything Is Miscellaneous: The Power of the New Digital
Disorder by David Weinberger Organising Knowledge: Taxonomies,
Knowledge and Organisational Effectiveness by Patrick Lambe
Managing Enterprise Content: A Unified Content Strategy by Ann
Rockley Content Management Bible by Bob Boiko The Content
Management Handbook by Martin White Reading List
Slide 22
Florida Department of State, Division of Library and
Information Services, Records Managers
http://dlis.dos.state.fl.us/recordsmgmt/statutes.cfm
http://dlis.dos.state.fl.us/recordsmgmt/statutes.cfm MoReq2, Model
Requirements for the Management of Electronic Records
http://www.moreq2.eu http://www.moreq2.eu ECM Connection
http://www.ecmconnection.com/ http://www.ecmconnection.com/ AIIM,
Association for Information and Image Management
http://www.aiim.org http://www.aiim.org Dublin Core Metadata
Initiative http://dublincore.org http://dublincore.org Other
Resources