Hertfordshire County Council Document Management Resources Cabinet Panel September 2006

Hertfordshire County Council Document Management Electronic Document (and records) Management (EDRMS) The Benefits for Hertfordshire Key Principles at HCC Update on Programme – The Electronic Social Care Record Issues

Hertfordshire County Council

Hertfordshire County Council EDRMS? The storage and management of documents and records in electronic form Uses specialised software – the electronic filing cabinet – but enables much more Enables delivery of benefits in terms of improved working practices and efficiencies of business processes

Hertfordshire County Council Supports Automated and Measured Workflow Start Work Decision ? Approval ? Job Done!

Hertfordshire County Council So what is it all about? For the 10 offices that moved to Apsley 1 there was 2,115metres of paper filing At Apsley 1 There was only space for 968 metres of paper filing !!

Hertfordshire County Council Making The Business Case / Making it Happen For Apsley 1 we reduced office storage by 54% (35% - 88%) (but we plan to do better!) –Only 2 areas are currently used for storage of active client files and these will shortly not be required –Each staff member has only 1 metre personal storage space

Hertfordshire County Council Do we need to convert all our paper ? NO – For Apsley 1 Over 50% of the records were closed These can be archived off-site The rest was either recycled or kept electronically

Hertfordshire County Council The Benefits for Hertfordshire ? Improved processes - e.g. enforcing workflow and approval associated with particular document types Efficiencies – less paper storage, reduced administration/postage and logistics costs, documents can be accessed by more than one member of staff at any one time. Meeting government targets (e.g. Electronic Social Care Record) Supports Freedom Of Information Records only destroyed when appropriate Legal admissibility no longer an issue in most areas – will support effective retrieval of key documents in such cases

Hertfordshire County Council Key Principles At HCC We ARE using a single corporate system That Corporate System is already licensed for HCC = Hyperwave (records management society accredited) All new systems acquisitions are stating use of Hyperwave as obligatory – e.g. Hermis replacement Documents and Records will be stored according to HCC classification scheme (see Connect) Documents and Records will only be deleted in line with HCC Disposal Scheme (see Connect)

Hertfordshire County Council Current Projects - The Electronic Social Care Record All client files were held in paper form Government requirements stipulate moving to electronic records CSF and Adult Care now actively engaged in “Hyperwaving” those key files Care Workers to access electronic care files directly from the IRIS system (automated link) Electronic files structured in similar way to original paper files

Hertfordshire County Council Moving to the electronic social care record New secure structure has been implemented in Hyperwave Active client files are being scanned and indexed When documents are created they are saved directly into the system (ie straight from word, excel) Incoming information on paper is being scanned ?

Hertfordshire County Council

Hertfordshire County Council Progress to date Hyperwave document management live - 29 August 2006 Scanning operation in place in Apsley Back-scanning of files for Apsley 1 and 2 commenced start June 2006 CSF – training started mid June 2006 Scanning of files for Apsley 2 will continue through to December 2006 – One third of all CSF files already scanned. Adult Care scanning has commenced (August) Two CSF teams live a further three going live 15 th September

Hertfordshire County Council Issues Tensions over appropriate security levels – legal versus operational position Engagement of staff in departments – this is NOT primarily an IT project (the IT is already in place) Maintaining cross county scanning operations (monotonous work but with high responsibility and security clearance) Take up of training – requisite basic ICT skills

Hertfordshire County Council Where Next? Completion of roll-out to ALL CSF and ACS staff Hermis and all other systems replacement projects to embrace Hyperwave Document management forthwith ALL departments to establish implementation teams to engage with corporate team – engagement underway with Fire and Environment An end to storage on “drives” C:/ H:/ S:/ etc. All documents will be stored in Hyperwave Vision – Target to achieve complete adoption across HCC (stand alone documents and systems) by end of fin year 2007/8!

Hertfordshire County Council What will it achieve in the future? Necessary to continue meeting government targets and obligations Lays common foundations for further document/process work Enables TWWW vision – e.g. cannot achieve staff to space ratio without it.

Hertfordshire County Council Questions?