Transcript 2012 Florida Government Financial Officers Association ECM

Enterprise Content
Management (ECM)
Dealing with Information Overload
Enterprise Content Management (ECM)
Increase Productivity
Save Time … Save Paper
Reduce Costs
FGFOA School of Governmental Finance
November 13, 2012
City of Tampa
Steven Cantler, Project Manager
Joseph Hagge, Lead Analyst
Have You Experienced…
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?
What is the current status of the review and approval for…?
I have several different copies; which is the current and most accurate version?
Session Overview
What is ECM
Agenda
Benefits
Identifying Requirements
Acquiring a Solution
Tampa’s Journey
What is ECM
AIIM – Association for Information and Image Management
…the technologies, tools and methods used to capture, store, manage,
deliver & preserve content across an entire enterprise
Unstructured Content
Unstructured
…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
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.
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
Capture
ECM = Save Paper, Save Time
Store
…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
Store
ECM = Increase Productivity, Reduce Costs
Manage
Current Status
who has what; waiting how long
History
review of a specific occurrence;
macro views of volumes, totals,
trend analysis
…tools & techniques for moving
content around and performance
monitoring
Access and Security
Audit Trails
Collaboration, Workflow
Manage
ECM = Save Paper, Save Time
Deliver
…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
Deliver
ECM = Increase Productivity, Reduce Costs
Preserve
…options for long term storage and
proper disposal at end-of-life




Preserve
ECM = Save Paper, Save Time
Archiving
Holds
Retention and Disposition
Transfer, Export
ECM Benefits
Benefits
Tangible
Compliance
Efficiency
Cost Reduction
Intangible
SAVINGS
Per EMC2, each office document costs:

Money
$20 in labor to file

Time
$120 in labor to locate

Space
$1 to store

Legal
$5 to retrieve
…and on average 5% are lost, each of
which take 25 hours to recreate
2009 EMC2 Corp
Tangible Benefits

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.
Intangible Benefits

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.
Compliance

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.
Efficiency

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.
Reducing Costs

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.
Identifying Requirements
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)
Acquiring a Solution
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.
Tampa’s Journey
Timetable
 Mid-2008 to early 2009…initial 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)
Reading List
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
Other Resources
Florida Department of State, Division of Library and Information
Services, Records Managers
http://dlis.dos.state.fl.us/recordsmgmt/statutes.cfm
MoReq2, Model Requirements for the Management of Electronic
Records
http://www.moreq2.eu
ECM Connection
http://www.ecmconnection.com/
AIIM, Association for Information and Image Management
http://www.aiim.org
Dublin Core Metadata Initiative
http://dublincore.org