Executive Sponsor: Tom Church, Cabinet Secretary NM Department of Transportation (NMDOT) Document Imaging Implementation and Content Migration Executive Sponsor: Tom Church, Cabinet Secretary Business Owners: David Coriz, NMDOT Records Management Bruce Oakeley, NMDOT Deputy CIO IT Records Management Division Document Conversion – EDMS System Project Certification for Close-out December 17, 2014

Overview Project Goals: 1) Replace an obsolete document management solution with modern document imaging technology that NMDOT can expand on for many years. 2) Migrate the current data to a new repository. Business Problem: The current document imaging system (IBM FileNet) was 13+ years old and NMDOT had been having some major problems with the software. The outdated system had 4+ terabytes of vital records that needed to be preserved for many years to come. Desired Outcomes: Continue to certify electronic content as official Public Records: Improve service delivery to constituents Improve productivity Achieve cost savings Reduce risks associated with paper records. Certification Request: Approval of Close-out Phase for this project.

Major Deliverables by Project Phase Duration Major Deliverables   Initiate 4 weeks Communication Plan. Escalation Plan. Timeline Schedule. Project collaboration Analyze 5 weeks Enterprise Foundation Definition document. Functional Requirements Document. Technical Architecture Document. Solution Design Document Build| Hardware installation   1 week Install infrastructure hardware components. Installed storage infrastructure. Install virtualization and Operating System Software components. Build | Software Installation 2 weeks Documentum Platform Bundle Install. Out-of-the-box Documentum software install. Build | Development   7 weeks Configure Documentum environment with taxonomy and library services. Configure retention policies. Migrate content from FileNet Imaging Services to Documentum. Migration of COLD data. Utility to ingest content from Fileshare. Updated Kofax release scripts to export to Documentum. Build | Test Completion of System Test Scripts procedure. Defect list tracking reports for User Acceptance Testing (UAT). Execution of User Acceptance Testing (UAT). Train 3 weeks Completed Training. Quick Reference Guide. System as-built documentation Deploy 1 week System Roll Out, Document and FileNet to run in parallel to monitor data integrity. Close Project Review Meeting. Project Archival Activities. Follow-up Activities.

Project Budget *** Total Project Savings of $136,037 Description FY14   Description FY14 FY15 FY16 FY17 & After Software Licenses $747,370 Consulting Services System Implementation $301,580 $107,577 Training On-Site $25,872 IV&V Review $17,655 Total $1,048,950 $151,104 *** Total Project Savings of $136,037

Annual Maintenance Budget   Description FY14 FY15 FY16 FY17 & After Software Annual Maintenance 134,220 Total $134,220 

Project Summary Achievements: 1) # of Document Classes converted from FileNet to Documentum: 42 2) # of Documents migrated from FileNet (and COLD) to Documentum: 2,393,072 3) # of Pages migrated from FileNet (and COLD) to Documentum: 23,424,280 4) 2,393,072 metadata records migrated 5) Complete migration process involved handling 51,634,704 document pages and their metadata (export, convert, compose and import) 6) # of FileNet users migrated to Documentum: 475 7) Savings achieved from original projected cost: $136,037 (10%) 8) Legacy document repository estimated to have processed 1 billion records

Project Summary – Continued Lessons Learned: 1) The number of pages in the data migration files should considered in addition to the number of documents being converted or migrated. The number of pages contained in the migration process was not realized until migration was underway which caused significant delays and required migration utility reconfiguration. 2) Internal NMDOT resources demonstrated their ability to perform complex migration tasks which usually are completed by outside contracted services. Internal NMDOT resources made this project happen! 3) Training presentations should have a ‘dry run’ to ensure content correctly addresses the audience. 4) Contractor’s inability to meet deliverables as defined in the contract caused a delay to the project.

NMDOT Document Imaging Implementation and Content Migration Questions?