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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

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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?

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Agenda What is ECM Benefits Identifying Requirements Acquiring a Solution Tampas Journey Session Overview

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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

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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

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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.

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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