Santa Fe Indian School Information Governance Records, Electronic Document Management and Archives An In-depth Overview By Cliff C. Serrano

 High-level Project Overview 1.Project Objective  Initiation  Planning  Execution  Closeout  Electronic Document Management System (EDMS) 1.What is AX? – In More Detail 2.Applications/Containers by department/business unit  Departments currently utilizing AX  Departments not currently utilizing AX  Other applications/containers in AX 3.Current Activities 4.Future Objectives  Holistic Information Governance  Information Governance Steering Committee

High-level Project Overview

Project Objective  Santa Fe Indian School is focused on improving efficiency and productivity and the vision is to scan back file as well as day forward documents for the purpose of easy retrieval leveraging an Electronic Document Management System  This system provides a better level of service to students, constituents, and community through accessing documents electronically rather than physically  This capability results in virtually instantaneous access to files rather than physically searching for the appropriate file, and would reduce the physical paper filing process

1. Initiation  Former SFIS Superintendent Everett Chavez proposed the concept of a document management implementation in early 2010  Goal: To digitally organize, automate, secure, and archive Santa Fe Indian School documents in order to increase institutional collaboration, efficiency, and knowledge retention  Timeline:  Winter 2010: Interview / hire project manager  Spring 2010: Scope of project defined / Budget developed / Vendors selected  Summer 2010: Document Management system start-up / Project Assistant selected and hired  Winter 2011: End User training / Full implementation  Winter 2012: All historical materials have been digitally indexed and archived into the system

2. Planning  Discovery services were provided to identify business and technical requirements for the following:  Scan back-file documents into a EDMS  Scan day-forward documents into a EDMS  Streamline indexing and data entry process  Allow for instant retrieval of digital documents to authorized users anywhere on the network  Expedite work process by incorporating a digital-document Process  Reduce overall costs associated with paper document management  Reduce file cabinets and other storage space  Facilitate legal compliance through user permissions, audit trails and retention cycles  Provide a platform for further deployments within the organization