The Building Blocks of a Successful ERM Program – Round II Earl C. Rich, CRM Diana Burdick, PMP

Agenda Last Time - How To (theoretical) –Records Inventory –Taxonomy –Knowledge Audit –Content Architecture This Time - How Did We (practical) –Document Management - Collab –Records Management - VRD –Scanning & Processing - ES & OCC

Structured Data Unstructured Data Records Inventory Taxonomy Knowledge Audit Metadata / Content Architecture ECM

How Did We Build It?

Implementation Collaboration –EDMS (active docs) –Content Architecture –Taxonomy Vignette Records and Documents (VRD) –ERMS (static docs) –Content Architecture –Taxonomy –Imbedded retention schedule

Collaboration - EDMS Two main types of Content architecture –Project –Non-project Custom apps and workflows via simple configuration Consistent metadata fields (taxonomy)

Collaboration - EDMS Content Architecture (Project) –Interviews with District project management staff –Reviewed shared network drives, personal computer storage schemas and paper filing schemes –Review of classifications used in previous team rooms –Review of the records inventory audit The results showed that most staff inherently used similar filing schemes, but with slightly different terminology

Content Architecture - Project DepartmentProjects Project # and Name Finance POs Invoices Budget Contracts and Agreements RFP/RFQ SOWs Contract Correspondence Memos Letters Project Documents Presentations Photographs Studies Meeting Agendas, Minutes and Notes Governing and Basin Board Documents Recaps Routine Reports Action Items Project Management Status Reports Schedule Issues

Collaboration – Project Architecture

Projects

Collaboration – Project Architecture Project # and Name

Collaboration – Project Architecture Finance POs Invoices Budget Contracts and Agreements RFP/RFQ SOWs Contract Correspondence Memos Letters Project Documents Presentations Photographs Studies Meeting Agendas, Minutes and Notes Governing and Basin Board Documents Recaps Routine Reports Action Items Project Management Status Reports Schedule Issues

Collaboration – View as Web Folder

Collaboration - EDMS Content Architecture (Non-Project) –Interviews with District administrative and management staff –Reviewed shared network drives, personal computer storage schemas and paper filing schemes –Review of classifications used in previous team rooms –Review of the records inventory audit The results showed that most staff inherently used similar filing schemes, but with slightly different terminology

Content Architecture Non-Project DepartmentAdmin Finance Contracts and Agreements Correspondence Meeting Agendas, Minutes and Notes Presentations Governing and Basin Board Documents Accomplishments and Goals Photos Forms Staff Library

Collaboration –Non-Project Architecture

Collaboration - Security By default, all users that exist within AD have read access to all areas in Collaboration Documents can be shared and linked across multiple areas without replication of the document Security can be as tight as needed, down to document level –All HR records are managed within Collaboration Collaboration can be accessed externally and with non- District staff if needed

Content Architecture - Security DepartmentProjects Project # and Name Finance POs Invoices Budget Contracts and Agreements RFP/RFQ SOWs Contract Correspondence Memos Letters Project Documents Presentations Photographs Studies Meeting Agendas, Minutes and Notes Governing and Basin Board Documents Recaps Routine Reports Action Items Project Management Status Reports Schedule Issues ECM Staff Project Manager

Content Architecture - Security DepartmentAdmin Finance Contracts and Agreements Correspondence Meeting Agendas, Minutes and Notes Presentations Governing and Basin Board Documents Accomplishments and Goals Photos Forms Staff Library ECM Staff Admin Staff

Collaboration - EDMS Taxonomy –Provides standardized metadata for similar information –Assists in searching (Garbage In = Garbage Out) –Provides different methods to locate and utilize information (document type, subject, geographical location, etc…) –Catalogs the multitude of different terms used to describe the same item (referential thesauri)

Collaboration–Taxonomy:Departments

Collaboration–Taxonomy:Record Types

Collaboration–Taxonomy:Vendors

Collaboration–Taxonomy Admin

Content Architecture/Taxonomy

Statistics - Collaboration 2.5 million documents in Collaboration (late 2009) –Current average of 2,000 documents per week –1.11 TB of space –Largest uploaded file is 1.8GB Return time from searches: –Simple search: instantaneous –Metadata search (2,000 requested): 6 seconds –Full text search (2,000 requested): 1.5 minutes Number of users: –1812 (AD) –Average of 100 users per day

VRD - Electronic Records Management FilePlan –Folder structure to support management of records –Assists in searching –SWFWMD utilizes a combination of Organizational and Functional classifications The results from the development of the Collaboration content architecture and records inventory

FilePlan

Taxonomy

Scanning Integration

Integration of Collaboration and VRD The use of a standardized content architecture and metadata allows for mapping in VRD’s file plan Users can declare documents as records in Collaboration which map directly to VRD’s file plan

Collaboration – Declare a Record

Collaboration – Record Link

VRD – Record Details

Collaboration Physical Records

Statistics - VRD 2.87 million documents in VRD (since 2012) –Current average of 8,000 documents per quarter –4.52 TB of space –Largest uploaded file is 1.3GB Return time from searches: –622 Documents: 6 seconds Number of users: –Records Management: 2 –Non-Records Management Editor: 1 –Viewer: 1 –System Accounts: 15

Challenges Change –Users LOVE change (sarcasm) –Users revert to known processes such as , PC drives Recycle Bin –We had to develop a mechanism to “undelete” documents without performing a full database restore Access control –Users LOVE not having full control (sarcasm) –Records Management secretly deletes all records –Implement at the highest level possible to control architecture Competing Applications –IT LOVES SharePoint (not sarcasm) –Why use ECM when other applications allow document storage?

ECM Definitions Structured Data – Information residing within managed databases Unstructured Data – Information stored within unmanaged environments Records Inventory – Audit of current information maintained or received Taxonomy – Functional grouping of similar pieces of information into logical categories Knowledge Audit – Examination of current methods used to track or manage unstructured electronic data Content Architecture – Standardized, generic filing structure for mass distribution that can be customized to meet business needs ECM – A holistic approach to the management of ALL data (paper, micrographic, structured and unstructured electronic data)