Welcome

Thanks for coming today.

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RFP 101

• How• Who• Why• What• Where do I begin

A Client and Consultant perspective Pursuing an Enterprise Content Management System

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The Information Explosion• 90% of all Information is still on paper

• Only 10% is on a more useful media 5% on microfilm/fiche 5% on computer magnetic

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Information Created on Paper

DID you know….

• 45 sheets of paper created per day per worker• A 4 drawer filing cabinet holds 12,000 pages,

takes up 9 square feet of floor space and costs $1,500 per year

• Every 12 filing cabinets require an additional employee to maintain

• 12% of all records are misfiled each year!

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The Real Problem . . .

…is not the volume of paper, but the inability to:

1. Rapidly access existing information, and using this information to make better decisions, not depending upon a chosen few for this retrieval.

2. Version control and who has what3. Find information when it is required by law

or to put a hold on it when required by law4. Information leaving when people are leaving

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Current Challenges

• No Audit Trail for Document Changes• Laborious Document Sharing • Manual Distribution channels• Untimely Document Retrieval and only a few people

to do it, based upon their schedule• Multiple versions of the same document• Legal issues

Why Are We Here Today?

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An Adventurous Journey

• Public sector vs. private sector• Why we began almost two years ago• Change Management features• Disaster Recovery/Records Recovery• OOPS! Destroyed permanent documents• Steering Committee and Executive Committee• Information gaps• Business Process Mapping

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Types of Documents Handled• Personnel Records• Purchasing documents• Engineering Drawings• City Permits and Maps• Contracts and Rights• Meeting Minutes• Billing information• Licenses• Legal and Court documents

Good to Know for Classification and Indexing

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What we hoped an Enterprise Content Management

would bring:• Capture, store, manage and retrieve

every type of document from the PC

• Assist in Disaster Recovery through electronic backups

• Maintain and validate legal retention schedules

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Project Description

• Move paper documents to electronic storage. Retention of permanent records moved out of offices to centralized permanent storage.

• Management Lifecycle of City Information from creation to destruction or permanent storage

• Provide an easy, accurate tool for retrieval, that almost anyone can use themselves

• Automated workflow creation• Streamline business processes and procedures

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Improvement Opportunities• Provide improved management and easier

access to City information• Reduce administrative costs• Increase accuracy, efficiency and availability

when information searching• Permanent retention of records out of

individual offices• Streamline legal compliance, monitor

document access, and enforce retention policies

• Strengthen the Disaster Recovery Plan

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Alternatives• Maintain traditional Information Management

– Ineffectual use of City Information and staff time– Relying on Institutional Memory, hoping it doesn’t

leave before we capture it– Manual Processes– Limited Citizen Access and formalized approach– Legal liability

• Let each Department procure a solution – Nonstandard equipment, software, and support create

additional complexities and cost– Version control issues between departments– Limited workflow solutions

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Summary

• Director Buy-InAssign department representativeExecutive Committee And Steering Committee

Set goals and objectives

• VendorsWho is our audience and who do we think will

apply?Go to conferences, workshopsNetwork, Network, Network

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• Create RFP Meet with steering committee (A LOT) Attempt to write, getting input from both committees

Hire consultant to tweak

• Interpret RFP responses Work with consultant It’s harder than you think!

• Follow process to select a Vendor Write script for on-site demonstrations Rank responses numerically (better justification) Reference Checks Site Visits

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• Our implementation will begin with City Clerk’s office Official Custodian of all records

• Migrate old system to new system.

Verify, verify, verify!

• Continue to other Departments who show interest and are willing to pay!

• Release to citizens, with limited access rights

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AIIM Resources

• http://www.aiim.org/documents/standards/arp1-2007.pdf

• “Analysis, Selection and Implementation of Electronic Document Management Systems (EDMS)” July 2007

Questions?

• Here’s Carol Mitchell to share the Consultant’s point of view.