Enterprise Content Management (ECM) Dealing with Information Overload Increase Productivity Save Time … Save Paper Reduce Costs Enterprise Content Management (ECM) FGFOA School of Governmental Finance November 13, 2012 City of Tampa Steven Cantler, Project Manager Joseph Hagge, Lead Analyst

Have You Experienced… Where did I save that document? If I can’t find it, I’ll have to re-create it. Has someone else already done this? What is the current status of the review and approval for…? I have several different copies; which is the current and most accurate version?

Session Overview What is ECM Tampa’s Journey Benefits Identifying Requirements Acquiring a Solution Tampa’s Journey Agenda

What is ECM AIIM – Association for Information and Image Management …the technologies, tools and methods used to capture, store, manage, deliver & preserve content across an entire enterprise

Unstructured Content Unstructured …anything NOT under an existing automated business application Electronic: Word, Excel, PowerPoint, CAD, GIS, audio, video, image files Paper: text, photographs, maps, drawings ECM = Increase Productivity, Reduce Costs

Florida Public Records What is a record Florida Statutes Section 119.011(12)… “Public records” means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. Public Records Access Florida Statutes Section 119.07(1)(a)… Every person who has custody of a public record shall permit the record to be inspected and copied by any person desiring to do so, at any reasonable time, under reasonable conditions, and under supervision by the custodian of the public records. Penalties for Non-Compliance Florida Statutes Section 119.10… A knowing or intentional violation is a 1st degree misdemeanor punishable by a fine of up to $1,000 and a jail term not to exceed one year. An unintentional violation is a non-criminal infraction, punishable by a fine up to $500. A public officer who intentionally violates the public records law is subject to suspension or removal from office. Attorney's fees and court costs are available to the requestor that prevails in a civil suit for access.

Capture ECM system …putting content into the repository Paper scanning, imaging, OCR Direct saves from authoring tools such as Microsoft Word, Excel Bulk imports (+ drag & drop) Email, Fax, Web ECM = Save Paper, Save Time

Store …where the content goes and how to find it again Classification Search & Retrieval Check Out/In Version Control Attributes establish order/structure metadata taxonomy Ideally in one location ECM = Increase Productivity, Reduce Costs

Manage Manage Current Status who has what; waiting how long History review of a specific occurrence; macro views of volumes, totals, trend analysis …tools & techniques for moving content around and performance monitoring Access and Security Audit Trails Collaboration, Workflow ECM = Save Paper, Save Time

Deliver …getting the right content to the intended audience Display, Printing, Reporting Reuse Redaction Redaction Issues …what is confidential or exempt …black out or white out redaction …legal basis for redaction required ECM = Increase Productivity, Reduce Costs

Preserve Preserve …options for long term storage and proper disposal at end-of-life Archiving Holds Retention and Disposition Transfer, Export ECM = Save Paper, Save Time

ECM Benefits Benefits Compliance Tangible Efficiency Intangible Cost Reduction Tangible Intangible SAVINGS Money Time Space Legal Per EMC2, each office document costs: $20 in labor to file $120 in labor to locate $1 to store $5 to retrieve …and on average 5% are lost, each of which take 25 hours to recreate 2009 EMC2 Corp

Tangible Benefits Minimizing electronic storage costs by eliminating duplicate files and old versions that are not needed. Minimizing administration costs by centralizing management of shared assets. Maximizing staff utilization by focusing on a single system vs. cross-training on many platforms. Managing workflows to optimize the use of resources. Enhancing security because all documents inhabit the same security matrix. Reducing paper by sharing digital vs. paper files. Convert paper records when appropriate to reduce onsite and offsite storage expenses.

Intangible Benefits Improves find-ability and speed of access to information assets. Increases knowledge sharing and reduces duplication of efforts, as awareness of information developed by others will be accessible. Enhancing the quality of decision making by sharing information. Enhances understanding of information status and activity with version controls and audit trails, i.e. who, what, when, etc. Enables the application of State mandated records retention periods to previously unstructured information. Expedites and improves discovery efforts, such as public information requests, legal actions and audits, while also enabling record protection. Access to sensitive information can be restricted to authorized individuals and groups, and help ensure information is redacted.

Compliance Providing layers of security, ensuring that any given document or particular details within a document can be viewed only by authorized individuals. Providing redaction tools to protect material. Automating processes for retaining public documents and purging them when they are no longer needed, according to specific retention policies. Managing workflow for document review and approval. Reducing the risk of penalties connected with government mandates. Increasing government transparency and accountability.

Efficiency Converting paper documents into electronic ones, ending the paper shuffle. Storing content in one central repository, giving each authorized user access to all the information needed to do his or her job. Indexing content for easy search and retrieval. Allowing an authorized user to quickly access collections of documents, without worrying about what documents are called or who “owns” them. Making information available 24/7 from any computer with access to the repository. Increasing opportunities for information sharing and collaboration. Keeping documents from getting lost. Providing version control for documents undergoing revision.

Reducing Costs Reducing the need to buy or rent expensive office space, file cabinets, folders and boxes for storage. Reducing labor costs by eliminating time employees used to manage paper records and unstructured electronic documents. Making it easier to assemble information needed for actions and decisions. Reducing the risk of incurring fines for non-compliance with regulations that govern security and privacy of information.

Identifying Requirements Where to Begin Standards (MoReq2, DoD5015.2, Dublin Core) Industry Associations: AIIM / ARMA Undertake an Information Inventory (department, section/team, role/function) Locate and assess other recent efforts Identify the Scope Who will Sponsor/Champion Resources ($’s, personnel)

Acquiring a Solution Partner with your IT dept; ask what they are doing to capture, store, manage, preserve & deliver content. Engage your Records Management Liaison Officer. Join AIIM; investigate training and certifications. Perform online research; attend web casts; talk with other agencies about what they have done. Create & distribute requests for information and/or proposals. Get relevant demonstrations of solutions focused on your business functions.

Tampa’s Journey Timetable Major Activities Mid-2008 to early 2009…initial project team identified functional requirements in RFP [37 Team Members, 20 Depts represented] 2 yrs in purchasing [9 RFP Committee Members, 7 Depts represented] 2011 Sire Technologies selected for implementation; team re-assembled [75 Team Members, 40+ Depts/Divisions represented] Major Activities initial focus on identifying standards for pilot implementation key areas of contract scope paper to electronic conversion (vital records) records management (convert existing system) migration of electronic content (network shares) basic collaboration & workflow (forms, electronic signatures)

Reading List Everything Is Miscellaneous: The Power of the New Digital Disorder by David Weinberger Organising Knowledge: Taxonomies, Knowledge and Organisational Effectiveness by Patrick Lambe Managing Enterprise Content: A Unified Content Strategy by Ann Rockley Content Management Bible by Bob Boiko The Content Management Handbook by Martin White

Other Resources Florida Department of State, Division of Library and Information Services, Records Managers http://dlis.dos.state.fl.us/recordsmgmt/statutes.cfm MoReq2, Model Requirements for the Management of Electronic Records http://www.moreq2.eu ECM Connection http://www.ecmconnection.com/ AIIM, Association for Information and Image Management http://www.aiim.org Dublin Core Metadata Initiative http://dublincore.org