EDMS / ERM Case Study - SWFWMD - Earl C. Rich, CRM

Agenda Theory Practice Records Inventory Taxonomy Knowledge Audit Content Architecture Practice Document Management - Collab Records Management - VRD Scanning & Processing - ES & OCC

A Model for Enterprise Content Management Taxonomy Records Inventory Knowledge Audit Metadata / Content Architecture ECM A Model for Enterprise Content Management Structured Data Unstructured Data

A Model for Enterprise Content Management Taxonomy Records Inventory Knowledge Audit Metadata / Content Architecture ECM A Model for Enterprise Content Management Structured Data Unstructured Data

Records Inventory Audit to identify and document existing records Typically performed by RIM staff Conducted within each department Should be media agnostic Should be focused on: Document Type (Retention Schedule) Document Age Last Modified Last Accessed File census tools – reasonably priced and abundant

A Model for Enterprise Content Management Taxonomy Records Inventory Knowledge Audit Metadata / Content Architecture ECM A Model for Enterprise Content Management Structured Data Unstructured Data

Taxonomy

Taxonomy

Taxonomy

Why Do We Need a Taxonomy? Provides standardized metadata for similar information Assists in searching (Garbage In - Garbage Out) Provides different methods to locate and utilize information (document type, subject, geographical location, etc…) Catalogs the multitude of different terms used to describe the same item (referential thesauri)

A Model for Enterprise Content Management Taxonomy Records Inventory Knowledge Audit Metadata / Content Architecture ECM A Model for Enterprise Content Management Structured Data Unstructured Data

Knowledge Audit A knowledge audit is a thorough examination of the existing manner in which information is stored and managed within a given environment.

Why Do We Need a Knowledge Audit? By examining how information has been historically managed by the “owners” of the data, it aides in standardizing the manner in which information will subsequently be stored Leverages institutional knowledge, and applies knowledge management techniques to ensure continuity with existing business practices

A Model for Enterprise Content Management Taxonomy Records Inventory Knowledge Audit Metadata / Content Architecture ECM A Model for Enterprise Content Management Structured Data Unstructured Data

Content Architecture A content architecture is a standardized general filing scheme that can be easily applied to diverse, yet similar functional areas… think “electronic File Plan”.

Content Architecture

A Model for Enterprise Content Management Taxonomy Records Inventory Knowledge Audit Metadata / Content Architecture ECM A Model for Enterprise Content Management Structured Data Unstructured Data

How Did We Build It?

Implementation Collaboration Vignette Records and Documents (VRD) EDMS (active docs) Content Architecture Taxonomy Vignette Records and Documents (VRD) ERMS (static docs) Imbedded retention schedule

Collaboration - EDMS Two main types of Content architecture Project Non-project Custom apps and workflows via simple configuration Consistent metadata fields (taxonomy)

Collaboration - EDMS Content Architecture (Project & Non-Project) Interviews with District project management staff Reviewed shared network drives, personal computer storage schemas and paper filing schemes Review of classifications used in previous team rooms Review of the records inventory audit The results showed that most staff inherently used similar filing schemes, but with slightly different terminology

Content Architecture - Project Department Projects Project # and Name Finance POs Invoices Budget Contracts and Agreements RFP/RFQ SOWs Contract Correspondence Memos Letters e-mail Project Documents Presentations Photographs Studies Meeting Agendas, Minutes and Notes Governing and Basin Board Documents Recaps Routine Reports Action Items Project Management Status Reports Schedule Issues

Collaboration - Project Architecture

Collaboration - Project Architecture

Collaboration - Project Architecture Projects

Collaboration - Project Architecture Project # and Name

Collaboration - Project Architecture Finance POs Invoices Budget Contracts and Agreements RFP/RFQ SOWs Contract Correspondence Memos Letters e-mail Project Documents Presentations Photographs Studies Meeting Agendas, Minutes and Notes Governing and Basin Board Documents Recaps Routine Reports Action Items Project Management Status Reports Schedule Issues

Collaboration - View as Web Folder

Content Architecture Non-Project Correspondence Accomplishments and Goals Contracts and Agreements Staff Finance Department Admin Forms Library Governing and Basin Board Documents Meeting Agendas, Minutes and Notes Photos Presentations

Collaboration - Non-Project Architecture

Collaboration - Non-Project Architecture

Collaboration - Non-Project Architecture

Collaboration - Non-Project Architecture

Collaboration - EDMS Taxonomy Engaged with outside consultant (Dow Jones) Technical Librarian served as Project Manager Conducted interviews with stakeholders, business process owners, records coordinators, and admins Performed historical research to determine the evolution of popular/official terms This was no easy task!

Collaboration - Taxonomy: Departments

Collaboration - Taxonomy: Record Types

Collaboration - Taxonomy: Vendors

Collaboration - Taxonomy Admin

Collaboration - Security By default, all users have read access to Collaboration Documents can be shared or linked without replicating Security can be tight or loose (down to document level) All HR records are managed within Collaboration External access by AD users and non-District staff

Content Architecture - Security Department Projects Project # and Name Finance POs Invoices Budget Contracts and Agreements RFP/RFQ SOWs Contract Correspondence Memos Letters e-mail Project Documents Presentations Photographs Studies Meeting Agendas, Minutes and Notes Governing and Basin Board Documents Recaps Routine Reports Action Items Project Management Status Reports Schedule Issues ECM Staff Project Manager

Content Architecture - Security Correspondence Accomplishments and Goals ECM Staff Admin Staff Contracts and Agreements Staff Finance Department Admin Forms Library Governing and Basin Board Documents Meeting Agendas, Minutes and Notes Photos Presentations

Statistics - Collaboration 2.5 million documents in Collaboration (late 2009) Current average of 2,000 documents per week 1.11 TB of space Largest uploaded file is 1.8GB Return time from searches: Simple search: instantaneous Metadata search (2,000 requested): 6 seconds Full text search (2,000 requested): 1.5 minutes Number of users: 1812 (AD) Average of 100 users per day

VRD - Electronic Records Management File Plan Folder structure to support management of records Assists in searching SWFWMD utilizes a combination of Organizational and Functional classifications The File Plan was derived from the content architectures and records inventory

File Plan

Taxonomy

Scanning Integration

Integration of Collaboration and VRD The use of a standardized content architecture and metadata allows for mapping in VRD’s file plan Users can declare documents as records in Collaboration which map directly to VRD’s file plan

Collaboration - Declare a Record

Collaboration - Record Link

VRD - Record Details

Statistics - VRD 2.87 million documents in VRD (since 2012) Current average of 8,000 documents per quarter 4.52 TB of space Largest uploaded file is 1.3GB Return time from searches: 622 Documents: 6 seconds Number of users: Records Management: 2 Non-Records Management Editor: 1 Viewer: 1 System Accounts: 15

Challenges Change Access control Competing Applications Recycle Bin People L VE change Users revert to known processes such as email, PC drives Access control Users L VE not having full control Implement at the highest level possible to control architecture Competing Applications IT L VES SharePoint Why use ECM when other applications allow document storage? Recycle Bin We had to develop a mechanism to “undelete” documents

ECM Definitions Structured Data – Information residing within managed databases Unstructured Data – Information stored within unmanaged environments Records Inventory – Audit of current information maintained or received Taxonomy – Functional grouping of similar pieces of information into logical categories Knowledge Audit – Examination of current methods used to track or manage unstructured electronic data Content Architecture – Standardized, generic filing structure for mass distribution that can be customized to meet business needs ECM – A holistic approach to the management of ALL data (paper, micrographic, structured and unstructured electronic data)

Questions?