State of the Enterprise Content Management (ECM) Project February 25, 2008

Project Team Project Champions Molly O’Rourke, Deputy Administrator Mjyke Nelson, Department Director Information Technology Carmen Erick, Project Manager Paul Hershfield, IT Design Team Lead Larry Timmerman, BPM Lead Imerge Consulting 2

This is what we knew Washington County has identified the need to develop coordinated, cost effective methods of managing content and electronic documents throughout the enterprise. Countywide standards for content management hardware, software, format and most importantly – data, do not exist today. Electronic documents and content are retained and maintained in many different file formats, databases and repositories including flat files. Records retention and disposition schedules are not well documented or coordinated in all cases

This was Our Mission To define a process for understanding our current status To design the roadmap for our future To eliminate waste and create efficiencies at every turn…..

These were our Goals and Deliverables Start Date August 2007 End Date February 2008 Meetings with Departments Training Write and Conduct RFP Identify Pilot Project

This was our Project Approach Timeline for Phase 2 Aug-Nov 2007: Analysis and design of ECM solution. Dec 2007: Create initial draft of ECM Road Map Jan 2008: Identify pilot project and create RFP Feb 2008: Phase 2 complete Mar 2008: Phase 3 begins

Our ECM Program Process Phase 1 - Completed Definition of Washington County’s needs and desires for Document Management solutions. Phase 2 - Current Project Analyze defined needs. Design a coordinated method of managing content and electronic documents throughout the enterprise. Develop a road map for future projects. Select a pilot project. Phase 3 - Future (Mar 2008) Purchase and implement hardware and software Execute the pilot project Adjust the road map

What have we done? Administered Survey / Questionnaire Interviewed all Departments ECM Training Identification of potential Records Coordinators Recommended a single email solution

Interviews - What did we hear? Departments have similar needs Workflows Electronic Forms Records and Document Management Image Capture Web Content Management Internal Electronic Signatures / Approvals Departments have different needs Email Management External Electronic / Digital Signature Redaction Technology Complex Workflow

Pilot This! Board Agenda Process Pilot Project Visible Repeatable Application used by all Departments and the County Board Repeatable Workflow Process and Technology can be Tested and Duplicated in other Areas Business Need Workflow, Document Management, Filing, and Record Retention

Final Report – top 5 Top 5 Recommendations 1.  Creation of a Records Manager Function for the county to coordinate policy, taxonomy and records retention. 2.  Implement a Storage Area Network (SAN) solution for electronic data storage. 3.  Standardize the county e-mail system.  Abandon GroupWise and Lotus Notes, and converge on Microsoft Exchange / Outlook 2007 as a single e-mail solution for the county. 4.  Standardize desktop productivity software tools.  Implement the Microsoft Office 2007 software county-wide. 5.  Implement Microsoft Office SharePoint (MOSS) 2007 as Basic Content Services (BCS) solution for ECM.  (Recommendations 2, 3, and 4 are needed to support use of this technology.)

Questions ?