May 16, 2007 Enterprise Content Management- Paperless Government: Association of Governmental Accountants Enterprise Content Management- Paperless Government: Association of Governmental Accountants

Background ECM History and Technology Today Benefits Project Status Agenda

The Governor’s IT Agenda initiatives are moving forward Business One-Stop Business One-Stop Enterprise Content Mgmt Enterprise Content Mgmt Electronic Health Records Electronic Health Records Turbo-Vet ERP

What Is Imaging? Capture Store Retrieve Process Distribute Manage INFORMATION!!!

Accounts Payable Payments Inquiries Applications Short term information for immediate work Case Management Human Resources Historical information for storage Correspondence Imaging vs. Document Management Imaging Document Management

Imaging Document Management Imaging vs. Document Management WordPad Document Worksheet Document

Different Content TYPES Office Docs, Forms, Rich Media, Film, ERP, Financial Applications Different Content TYPES Office Docs, Forms, Rich Media, Film, ERP, Financial Applications

Key MANAGE Technologies Document Management, Collaboration, Web Content Management, Workflow, Records Management Key MANAGE Technologies Document Management, Collaboration, Web Content Management, Workflow, Records Management

Scanning (Capture) Indexing schemes Full Text Records Management Archive Workflow Collaboration Portals Backfile Conversion Key Components

OCR Forms Processing

P. 0. System Vendor # : Amount : $ P.O # : ABC123 Date : Structured Index

Index Strategies Critical to a successful project Time indexing saves time retrieving Look at existing paper and database indexes Identify shared documents and their index fields – make consistent

Dear Gov Kaine: Our elementary school has been playing with computers and I already have high score on Doom. I heard that many state agencies need more computers. I was thinking that I could give them my Nintendo and Playstation to help them. In return, you could get me an X-Box 360 and shut school early to save gas for the bus. Write back soon. Sincerely, Lil’ Timothy Bass Full Text Index

Document Management Records Management Rules Records Management WordPad Document Worksheet Document

ECM System Retrieval Use File Cabinet

Users & Archive Rules Engine User Repository

AnalystSpecialists Supervisor Credit Storage Workflow

Different views of Collaboration

Portal Dashboard

Complete Backfile Modified Backfile Day-Forward On-Demand Day-Forward Backfile conversion is expensive Backfile Conversion

Remote Vaults Imaging Legacy Systems Where is the information? Searching for Information - Then Shared Drives eDocuments Personal Databases Document Storage

Where is the information? Searching for Information - Future Network Drives ECM

Justification Reasons Cost savings Soft Savings Strategic advantages Risk Always consider risk of doing nothing

Justification DiscussionHard Dollar Cost Savings Increased efficiencies Copier and Printer output reduction Reduction in floor space (about 20%)

Justification DiscussionSoft Benefits “A better job” –More thorough –More consistency (especially in multi-regions) Less time doing admin work will enable staff to better support the mission Better disaster recovery Improved communication with Federal and local governments More responsive to FOIA requests

Strategic Advantages Mostly from productivity improvements Improved customer service Better decision making –Access to information –Sharing of information Coordination with other agencies and stakeholders Telecommuting

Risk Better audits Better compliance –FOIA –Regulations (HIPPA, privacy, etc.) –Records management procedures

ECM is a Life Cycle, not a Project

ECM Contracts and Timelines Phase One – Development of an RFP and selection of an ECM technical platform by May 31, Phase Two – Development of an RFP and selection of one or more approved vendors to provide integration services for the ECM by September 14, DEQ specific requirements will be used as an implementation model in the RFP. Phase Three – Development of an ECM Advisory body and its procedures by October 31, 2007.

Commonwealth ECM Contracts and Timelines Representatives from various state agencies on software and implementation services RFP evaluation committee: –VITA;DEQ;DJJ;VDOT;LVA;DSS;VRS –Statewide contracts-agencies and localities

Leading consultants in ECM-related technology Led by senior industry experts Truly unbiased Extensive experience with enterprise implementations Strong knowledge of nearly every available vendor today eVisory Overview

Contact Info Valerie Thomson, Director of Administration Department of Environmental Quality