Project Team kick-off meeting DGS/OSP Imaging & EDMS 2016 Project Team kick-off meeting June 1st, 2016 2:30 – 4:30 707 3rd street, west Sacramento, ca 95605, 8th floor http://sytechsolutions.com/dgs-osp-imaging-edms

Kick-off Meeting Agenda Introductions Project Scope Project Goals Work Plan Development SME Interviews Facility Visits Scheduling Recap, Questions & Answers Resources

Introductions Attendee Introductions David Covey, Project Manager, SyTech Solutions dcovey@sytechsolutions.com Jonathan Pritt, Project Administrator, SyTech Solutions jpritt@sytechsolutions.com Sam Velasquez, Technical Lead, SyTech Solutions svelasquez@sytechsolutions.com Gayle Aguilar, Technical Writer, SyTech Solutions gaguilar@sytechsolutions.com Identification of Key DGS-OSP Personnel Contact Information Form

Project Scope Batch workflow Customer On-Boarding Document Assessments Schema Development File Transport & On-Boarding Project Configuration (software) Document Preparation Scanning Indexing & Verification Quality Control Deployment to Repository Customer Acceptance Document Storage/Disposition End-User Training Billing & Reporting Customer Support

Project Scope Account Management, Warehouse Services, Information Technology, Production Customer On-Boarding Document Assessments Schema Development File Transport & On-Boarding Project Configuration (software) Document Preparation Scanning Indexing & Verification Quality Control Deployment to Repository Customer Acceptance Document Storage/Disposition End-User Training Billing & Reporting Customer Support

Project Goals Development & Adoption of Best Practices for Imaging and Document Management Procurement and Implementation of a common repository for documents, content and related workflows Enhance records retention practices Provide real time access to content Reduce space requirements Augment disaster recovery efforts on a state-wide basis Modernize the way OSP performs its statutory duties

Project Goals Best Practices for Imaging and Document Management Performing Accurate Records Assessments Understanding Customers’ Document Management Needs Developing Useful Document Schemas Managing Large Scale Document Imaging Operations Multi-Format Imaging Workflow Making Use of Existing Data for Indexing and Verification Managing Customer Expectations (Cost-Benefit Analysis)

Project Goals Procurement and Implementation of Common Repository (EDMS) Secure Platform for Document Access (HIPAA, HITECH, FERPA, etc) Access Management with Audit Capabilities Compliance with Trusted System Requirements Multi-Tenant Support Flexible Schema Support Workflow Functionality

Project Goals Enhance Record Retention Policies Identification of Document Types Assigning Adopted Retention Policies to Document Types Tracking End of Life Dates Disposition Types (Delete vs. Purge) Reporting Requirements

Project Goals Provide Real-Time Access to Documents Leverage Cloud Technology to Provide On-Demand Access to Documents Hybrid Document Management Services (Scan-On-Demand) Opportunities

Project Goals Reduce Space Requirements Augment Existing Inventory Systems as Needed Add Access Logging Functionality to Fulfill Security Requirements Application of Record Retention Policies to Identify Expired Records Document Disposition Policy Developed for Expired Records Reporting System for Notifying Customers of Record Status Tiered Storage for Improved Access

Project Goals Augment Disaster Recovery Efforts Statewide Utilize Geo-Redundant Read-Only Storage Store Multiple Copies as Required by Trusted System Develop a Highly Available, Durable Service

Project Goals Modernize the way OSP Performs its Statutory Duties Utilize Notifications and URIs to Keep Customers Informed Consume Usage Data to Make Better Decisions for OSP and Customers Shrink Request Times and Lower OSP Cost of Providing Services Improve Usage Rates by Offering a More Connected Solution Help Customers Leverage their Enterprise Data

Work Plan Development Phase 1 Goal SME Interviews Facility Visits Scheduling Draft Plan Due September 2nd, 2016 Final Plan Due September 22nd, 2016

Team Communication Efficient Communication and Project Tracking Project Dashboards - Asana Task Tracking + Comments Resource Tracking

Phase 1 Scheduling Key Dates - Based on RFP Timelines 6/1/2016 Kick-off Meeting 6/6/2016 – 6/24/2016 SME Interviews 6/6/2016 – 6/24/2016 Facility Visits 6/6/2016 – 8/19/2016 Twice-Monthly Meetings & Status Reports 9/2/2016 Draft Work Plan Due 9/22/2016 Final Work Plan Due

Recap – Questions? What’s the Next Step Next Steps Questions? Toni Holland & David Covey will coordinate to finalize schedule SME Interviews Facility Visits Draft Work Plan Developed Questions?

Resources http://sytechsolutions.com/dgs-osp-imaging-edms/ Updated project resources, dashboards, and contact information can be found at the following url: http://sytechsolutions.com/dgs-osp-imaging-edms/