ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution Hill County – Texas Sharon Camarillo, IT Director

Hill County Hill County, TX Population: ~36,000

What does Information Technology have to do with ECM? ECM – IT? What does Information Technology have to do with ECM?

(We’ll Revisit the Blue Chair) ECM – IT? Blue Chair (We’ll Revisit the Blue Chair)

ECM - IT? What is ECM? Enterprise Content Management Includes Core Components (Gartner) Imaging Document Management Electronic Records Management Web Content Management Workflow Document Centric Collaboration

ECM - IT? What is ECM? AIIM Definition – “the strategies, methods and tools to capture, store, manage, preserve, and deliver information in support of business processes” Who is AIIM Association for Information and Image Management Global, Non-Profit Focus on Education, Research, Best Practices, Standards

ECM – IT? AIIM Past-President of the Dallas/Fort Worth Chapter Attained the ecmp status while working on a project in Dallas County I’m a proponent on ongoing education

ECM - IT? Why ECM?

ECM - IT? Two Scenarios - No ECM Strategy Scenario 1 Monday - Molly is logged on She is scanning Doc’s for PO She is also saving e-docs related to PO

ECM - IT? Two Scenarios - No ECM Strategy Scenario 1 Tuesday Molly is out of the office Tom, the Auditor, needs to review the PO Tom logs on to the PC but can’t pull up the e-docs since they are in Molly’s profile

ECM - IT? Two Scenarios - No ECM Strategy Scenario 1 Process not thought through Inefficient Delays in processing Not managed No easy retrieval method Security

ECM - IT? Two Scenarios - No ECM Strategy Scenario 2 Office A scans work Each document is indexed Offices B, C, D, & E need copies

ECM - IT? Two Scenarios - No ECM Strategy Scenario 2 Process to get copies: Call Office A Clerk answers and transfers to Scanning Clerk Scanning Clerk stops scanning, retrieves & prints document Office B, C, D, or E comes by to pick up copy

ECM - IT? Two Scenarios - No ECM Strategy Scenario 2 Although an ECM Component is in place, a strategy has not been defined Inefficient Wasted resources – people and cash Not managed Security

ECM - IT? ECM is a methodology that provides for: Strategic Planning Focus on the processes Data integrity Security Efficiencies Transparency

ECM - IT? ECM is a methodology that provides for: Exception handling Records Management Life Cycles Compliance Disaster Recovery (Seamless transition) Vision

ECM methodology Leads to an Enterprise Solution ECM - IT? ECM methodology Leads to an Enterprise Solution

ECM – IT? Enterprise Challenges - Decisions Budget Constraints Hardware/Software (Flexibility) Hosted/Inhouse Direct or Reseller Partnerships (No Silos)

ECM – IT? Enterprise Challenges - Decisions Identify: Compliance requirements Security requirements Retention schedules Required licensing – modules, concurrent A Solution that fits the needs of your agency A Non-specific application Content Type & File Type Select Pilot Offices

ECM – IT? Enterprise Challenges - Decisions Back file Conversion? Staffing In-house or External Firm

ECM – IT? Hill County Enterprise ECM Evaluate existing processes Who is requesting document copies (Target Audience)? What is the process to provide copies? Is revenue generated from the copies? Is there flexibility to change? What is the volume? Where is the content originating? Is a standard format required or free-form?

ECM – IT Hill County Enterprise ECM Evaluate existing processes Who is requesting document copies? County Departments Individuals, Attorneys, Businesses What is the process to provide copies? Mail, In Person, By Phone for County Depts Is revenue generated from the copies? Yes for Mail and In Person, No for Internal Requests Is there flexibility to change? Yes

ECM – IT Hill County Enterprise ECM Evaluate existing processes What is the volume? General Rule available for # of pages in drawers/shelving Where is the content originating? Internally Externally Is a standard format required or free-form? No standard

ECM – IT Hill County Enterprise ECM Scenario – With ECM Strategy Scenario 2 With Department Partnership - OnBase software access is expanded to: All District Clerk employees PC’s Judges & Administrators PC’s District Attorney, County Attorney PC’s Sheriff’s Office Chief

ECM – IT Hill County Enterprise ECM Scenario – With ECM Strategy Scenario 2 Benefits Efficiency - Dept. Staff pull up content from their desktop - Allows employees to focus on job duties Enhanced Service to Constituents

ECM – IT Hill County Enterprise ECM Scenario – With ECM Strategy Scenario 2 Benefits Cost savings - reduction In printing saves paper/toners costs, fuel savings Previously, if ten individuals needed to review a 10 page case doc 10 request * 10 pages = 100 pages printed Hard dollar cost to fulfill the requests $1.00 Savings for every 100 pages not printed 1.00 + Time of 3 Employees This doesn’t include soft dollar savings and efficiencies associated with staff time

ECM – IT Hill County Enterprise ECM Scenario – With ECM Strategy Scenario 2 Implementation Utilized Onbase Concurrent Licenses Already licensed to Hill County No cost to add users License is not tied to user id Imaging licenses provide a client license Custom queries created in-house to speed up searches

ECM – IT Hill County Enterprise ECM ECM Implementation & Strategy Make the most of the Tools that you already own Concurrent licenses Roll out to offsite locations to reduce fuel Give users direct query access to View rather print Drag and Drop Don’t print then scan – save paper Drag and drop case photos into OnBase rather than creating cd/dvd

ECM – IT Hill County Enterprise ECM ECM Implementation & Strategy Make the most of the Tools that you already own Virtual Print Driver Site license - expand it to Departments printing to reduce paper/toner costs Example: OfficeDepot Order confirm via e-mail use VPD to bring into the ecm solution Create Custom Queries for efficiency

ECM – IT Hill County Enterprise ECM Departments using OnBase: County Treasurer District Clerk Elections IT Department Sheriff Auditor District Court County Judge

ECM – IT Hill County Enterprise ECM Number of OnBase users: 52 Key Modules Desktop Imaging (unlimited, 15 ppm, 30 ppm) Virtual Print Driver DIP Encrypted Disk Groups App Enabler Web Server CD Authoring Workflow Key Processes using OnBase Scanning Workflow (In Development)

ECM – IT Hill County Enterprise ECM Where to Next? Transparency Initiatives over the web Any where access to content Web iPhone, Android, etc. Paperless Office in January 2013

ECM – IT Hill County Enterprise ECM Future Projects – Space is money

ECM – IT? Blue Chair 1st Phase of ECM – Small start – Big Goal (Project Goal 12 Million pages per year – access from 1 to ~ 60 users)

Questions?

Sharon Camarillo, IT Director scamarillo@co.hill.tx.us hillcountyit@airmail.net Cell:254-337-7058 Thanks to Terri Jones Hyland Software – Government Sector