The National Park Service and National Park System August 31 st, 2004

…the National Park Service cares for 384 National Parks in 49 states, the District of Columbia, Guam, American Samoa, Puerto Rico & the Virgin Islands... Salem Maritime National Historic Site, MA

OCR Server App Server & Oracle IBM Records Manager Internet Server IBM Content Manager Image Storage # of processors processor Type XEON processor speed 2GHz1.9GHz1GHz1.9GHz 500MHz memory2GB3.4GB1GB2GB 1GB drive and storage 34GB300GB75GB30GB75GB500GB The Hardware Behind I-Records

Requirements Met Indexing scheme and metadata templates for various types of electronic documents Ability to scan an image OCR (black & white only) Full-text indexing and search capability Sensitive classification of documents Redaction and mark-up capability Ability to generate reports Check-out & check-in of documents with versioning Routing and messaging

Scorecard Averages as of 3/26/2004 feature category valueease of use Perform- ance Effective- ness Reliab- ility inputBDCCC organizeBCCBC update & modify BCBBB collaborateBCBBB outputBCBBC otherBDDCC

Expectations Not Met Lack of integration Very unfriendly interface Not consistent with Windows standards Back-end database stored in flat structure Oracle 9i client required on each workstation Poor web client functionality Milestones missed at no fault of NPS Too timely or costly to customize/fix shortcomings Not ADA compliant and more…

Lessons Learned Have vendor show you how it works with your records Technology implementers should not be advisors. Someone other than the implementer should gather requirements. Add specific performance requirements to the contract: i.e. user must be able to declare a record from the app in xx seconds or less and a max of xx mouse clicks. Understanding business processes, reengineering those processes for an electronic environment, and determining document and information workflows are key to success.

… Lessons Learned Continued Project schedule was too short for a project of this scope and size. Requirements gathering and planning, done correctly, require a significant investment of time. Users expect an ECM system to be as easy to use as Require that the product can be installed on desktops automatically (some products use no more than a web browser on the client) Product architecture should allow for easy product modifications (HighView does not)

Next Steps Gather integrated project team Project management approach is key Determine strategy and scope Plan for business process assessment, electronic records assessment and requirements study Gather requirements Test potential products using your data Funding

Edie Ramey, Chief DSC Information Management, DSC/NPS phone: Bruce Littlehorn, Project Manager, Quality Technology Inc. phone: Jannette Wesley, Technical Information Specialist, DSC/NPS phone:

The National Park Service cares for special places saved by the American people so that all may experience our heritage.