Transcript Records Management Assessment and Recommendations

How we did it:
Enterprise Content Management
at the County of San Diego
Rich Grudman
Program Administrator
10/9/08
Managing Records is important but…
We just save everything
Too busy to deal with Records
Management
We don’t know what to do with it
It cost more to destroy boxes than to
store them
Records, Records everywhere…
175,000 boxes at Iron Mountain
99,000 boxes with no destruction date
17,000 boxes stored past destruction
date
Unknown content
Storage reports to Depts. were
outdated
More Stored On-Site
But wait there’s more…
24% of Departments had retention
schedules
Records staff were retired or on the
way out
Limited communication tools
Reactionary model
No consistent tracking method
E.D.M.S. Program
Electronic Document Management
was separate
Little connection with Records
program
System was not certified as
“Trusted”
Then came the change…
Executive
Legal
Records
Technical
The Risks…
Tracking data
Retrieving data
Damaged/Lost data
Controlling Costs
Preserving Evidence
What an ECM Program does…
Guides departments
Provides infrastructure
Markets and cheerleads the program
How we did it…
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Staffing
Philosophy
Mission
Definitions
Countywide policies
Technology
Communication/Education
Motivation
Staffing
6 new staff were hired including:
Program Administrator
Project Manager –Electronic
Document Management
County Records Manager
2 Records Coordinators
Office support
Philosophy
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Be proactive
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Communicate from top-down
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Get executive buy-in
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Eliminate surprises
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Provide excellent customer service
Mission
To provide assistance to County
departments with managing
content (both physical and
electronic) while working towards
reducing the amount of paper
stored countywide
Definitions
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Document is any authored content (Paper,
Email, Word, Excel, HTML, Text etc…) that
reflects County business
Official Record is a document that memorializes
an official public transaction and needs to be kept
for a defined period of time
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Public Record = Document

Not all Documents are Official Records
Policies
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Records policy re-write
 Updated definitions
 Documents and official records
 Standards for retention policies
 Electronic content standard

3 new related policies
 Email and verbal communications
 County data/information security
 The Public Records Act
Technology
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Intranet website
Enterprise records tracking
system
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Email
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Training Video
Communication/Education
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Intranet website
“House Calls”
Records Management workgroup
Quarterly storage reports
Tip of the Month
Training Video
Electronic Document Mgmt user group
Electronic Document Mgmt guidance
Annual Audit
Motivation
Records Services does not charge
Raised awareness of Risks
Yearly incentive program goals
Results so far…
Offsite Boxes stored
Total number of boxes in
storage
Boxes stored Past their
Destruction Date
Boxes stored with No
Destruction Date
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Reduction
13%
65%
100%
100% approved retention schedules
New mindset –More than a project
Documentum

What is it?
• Configurable software tool with
several modules
• Used to manage unstructured data
• Indifferent to format
(Word, Excel, PowerPoint, Access,
scanned documents, digital photos,
etc.)
Documentum- Five Uses
Enterprise
Content
Management
Our electronic document library
Enterprise Content Management
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Foundation module
Check-in, check-out, version &
life cycle control and workflow
Used to:
• Replace repetitive paperwork that is constantly
retrieved and re-filed
• Prevent data loss/damage
Web Content Management
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Allows non-IT staff to manage web
pages through the use of templates
Users can “subscribe” to a document
Records Management
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Tracks records retention and
destruction
• Retain, remove or destroy with defined
retention policies
• Automatic notifications for destruction
• Knows where records live
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Reduces risks of tracking/
retrieving data
Digital Asset Management
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Offers management for digital media
(digital photos, CDs, etc.)
Used for:
• Version Rendering (tiff, gif, mpeg,
image size)
What about Scanning?
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Scanning projects are separate
yet ancillary
Go-Forward vs. Back-Scanning
• Many projects include both
Projects
In Production
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CAO
DHR
DHR
DEH/DPLU
DPW
HHSA
HHSA
HHSA
P&C
County Counsel
COB
MPR
Countywide
- Admin Manual
- On line Job Applications
- Certified resume Distribution
- Inspection Automation
- Survey Records System
- Web Based Program Guides
- CalWin
-AIS
- Contract Management
- Confidential/ Personnel Records
- Cyberdocs replacement
- Digital Photo rendering
-Web Content Management
Questions?