1. The Records Management Vision The Records Management Vision: Our Journey Towards Solutions for Everyday Life Ronald G. Smith, CRM Records and Information Administrator Anaheim Public Utilities

2. The Vision I. The Vision II. The Plan III. Critical Business Issues IV. The Process and Implementation V. Where Are We Now and The Future VI. Why Laserfiche & RME VII. Lessons learned & Laserfiche Best Practices

3. The Vision  To develop a comprehensive, systematic, uniform Records Management Program.  To utilize records management technology to make all of our records and information easily searchable like Google™.  Records Management Program designed to preserve, retain and provide proper access to critical infrastructure records, that included all historical paper based and current electronic records.  To more efficiently and effectively manage our information and records with the goal of making the information accessible to all departmental employees.  Using a legally approved Records Retention Schedule as the foundation of the program.

4. The Plan  To completely restructure our Records Management Program, using our Records Retention Schedule as the foundation.  Develop a uniform records classification & functional filing system.  Design and structure all components of Records Management Program based on how we function operationally and align with our business processes.  Easy to understand and use.

5. Critical Business Issues What problems were we trying to resolve?  Convert all existing manual filing systems to modern Electronic Records Management Technology, that provides instant electronic access to records only previously available in manual format.  Develop functional index system and uniform classification system based on Department wide inventory of all active and inactive records.  No functional Records Retention Schedule for business units.  No Departmental Policy on Records Management.  No Modern Records Management Technology.  Over 5,000 boxes of records with many old engineering project files included.  Records destructions not done on a regular cycle.

6. Process & Implementation  Department Wide Inventory of all active and inactive records.  Developed functional Record Retention Schedule for all Utility Departments.  Off-site Storage open bid process, Iron Mountain selected and transferred off-site inventory of 5,000 boxes.  Department Wide Records Management Policy developed and put into effect.  Developed Functional Filing System for both paper and electronic files  Laserfiche deployed to both engineering divisions.  Laserfiche RME purchased and deployment plan developed.  Staff awareness, training and made Records Management integrated part of our business process.

7. Where We Were - 1999  No Records Retention Schedule.  No functional index system for any records, or inventory of records.  No Modern Records Management Technology.  Over 5,000 boxes of records with many old engineering project files included.  Records destructions not done on a regular cycle.

8. Where are we Now 2008?  Second version of Records Retention Schedule in place.  In final stages of implementing Functional Index System based on how we operate.  New phases of Imaging project with Laserfiche.  Implementation of pilot program in January 2008 of Electronic Document Management using Laserfiche RME, Workflow, Quickfields and Import Agent.  Implementation of Department-wide Scanning and Scanning Services

9. The Future is Now….  Complete implementation of Laserfiche software platform  Use Laserfiche to better manage the distribution, storage and retrieval of our infrastructure information by linking to mapping system (GIS & AUTOCAD)  Implement Laserfiche RME Electronic Records Management Technology, Workflow, Import Agent to more effectively manage all electronic records created by any computer system in the Utility

10. How do I?  Develop your vision. How do you want your program to look when finished?  Get others involved. Who are the key people and business units?  Define your goals and objectives.  Assess your current program. Where are you at? What are you missing?  Understand basic Records Management methodology, theory and process.  Draft and design a working plan.  Design a simple and easy to understand file plan, and Uniform Classification System.  Obtain Administrative Management support.  Look for cost effective solution for your organization and acquire Records Management Technology that includes document imaging and electronic records software platform.

11. Project Notes  Massive 4 year back-file conversion of Engineering project files and maps  Engineering project files never indexed  Historical documents from 1930 – 2007  Indexed, sorted and scanned over 15,000 project files and 5,000 maps with more to follow  Engineering project files contain multiple sizes and multiple documents  New Deployment of Electronic Records using Laserfiche RME 2008 - 2009

12. Why Laserfiche  Existing long term relationship with City of Anaheim  Open architecture and flexible software, DOD certified Laserfiche RME software component.  Ability to automate key Records Management processes  Integrates with many existing software platforms in place  Reduce amount of documents in manual format due to age, deterioration and no electronic back-up  Provide instant access to Engineering maps, drawings and project files

13. Laserfiche Best Practices  The Plan Concept Goals Support Involve key staff members and communicate with all staff  Document Analysis and Indexing Most important and critical component of scanning process and electronic records component. Why? Determines index template and document names.  The Process What will you scan and who will scan? How much will you scan and for what purpose? Document preparation and indexing? How will you integrate Electronic Records component into your program.

14. Why Successful?  Management buy-in from top down, and a great boss who has stayed with the project from the beginning and who has been a significant reason this project has been so successful  Funding available  End user community using manual processes to search for records for generations  Developed key partnership with Laserfiche

15. Lessons Learned  Passion, be the champion of your project  Patience, with the process and the end-user community, change is tough  Persistence, stay focused even when project gets tough  Have fun!

16. The Result “The System” We combined elements of Organizational Management techniques, with a functional filing system based on how we operate, creating an environment to acquire and implement Electronic Records Management Technology

17. Contact Info: Ronald G. Smith, CRM Records and Information Administrator rgsmith@anaheim.net rgsenterprises@earthlink.com

18. Questions?