1. EDMS / ERM Case Study - SWFWMD -
Earl C. Rich, CRM

2. Agenda Theory Practice Records Inventory Taxonomy Knowledge Audit
Content Architecture
Practice
Document Management - Collab
Records Management - VRD
Scanning & Processing - ES & OCC

3. A Model for Enterprise Content Management Taxonomy Records Inventory
Knowledge Audit
Metadata /
Content Architecture
ECM
A Model for
Enterprise
Content
Management
Structured Data
Unstructured
Data

4. A Model for Enterprise Content Management Taxonomy Records Inventory
Knowledge Audit
Metadata /
Content Architecture
ECM
A Model for
Enterprise
Content
Management
Structured Data
Unstructured
Data

5. Records Inventory Audit to identify and document existing records
Typically performed by RIM staff
Conducted within each department
Should be media agnostic
Should be focused on:
Document Type (Retention Schedule)
Document Age
Last Modified
Last Accessed
File census tools – reasonably priced and abundant

6. A Model for Enterprise Content Management Taxonomy Records Inventory
Knowledge Audit
Metadata /
Content Architecture
ECM
A Model for
Enterprise
Content
Management
Structured Data
Unstructured
Data

7. Taxonomy

8. Taxonomy

9. Taxonomy

10. Why Do We Need a 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)

11. A Model for Enterprise Content Management Taxonomy Records Inventory
Knowledge Audit
Metadata /
Content Architecture
ECM
A Model for
Enterprise
Content
Management
Structured Data
Unstructured
Data

12. Knowledge Audit
A knowledge audit is a thorough examination of the existing manner in which information is stored and managed within a given environment.

13. Why Do We Need a Knowledge Audit?
By examining how information has been historically managed by the “owners” of the data, it aides in standardizing the manner in which information will subsequently be stored
Leverages institutional knowledge, and applies knowledge management techniques to ensure continuity with existing business practices

14. A Model for Enterprise Content Management Taxonomy Records Inventory
Knowledge Audit
Metadata /
Content Architecture
ECM
A Model for
Enterprise
Content
Management
Structured Data
Unstructured
Data

15. Content Architecture
A content architecture is a standardized general filing scheme that can be easily applied to diverse, yet similar functional areas… think “electronic File Plan”.

16. Content Architecture

17. A Model for Enterprise Content Management Taxonomy Records Inventory
Knowledge Audit
Metadata /
Content Architecture
ECM
A Model for
Enterprise
Content
Management
Structured Data
Unstructured
Data

18. How Did We Build It?

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

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

21. Collaboration - EDMS Content Architecture (Project & Non-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

22. Content Architecture - Project
Department
Projects
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

23. Collaboration - Project Architecture

24. Collaboration - Project Architecture

25. Collaboration - Project Architecture
Projects

26. Collaboration - Project Architecture
Project # and Name

27. 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

28. Collaboration - View as Web Folder

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

30. Collaboration - Non-Project Architecture

31. Collaboration - Non-Project Architecture

32. Collaboration - Non-Project Architecture

33. Collaboration - Non-Project Architecture

34. Collaboration - EDMS Taxonomy
Engaged with outside consultant (Dow Jones)
Technical Librarian served as Project Manager
Conducted interviews with stakeholders, business process owners, records coordinators, and admins
Performed historical research to determine the evolution of popular/official terms
This was no easy task!

35. Collaboration - Taxonomy: Departments

36. Collaboration - Taxonomy: Record Types

37. Collaboration - Taxonomy: Vendors

38. Collaboration - Taxonomy Admin

39. Collaboration - Security
By default, all users have read access to Collaboration
Documents can be shared or linked without replicating
Security can be tight or loose (down to document level)
All HR records are managed within Collaboration
External access by AD users and non-District staff

40. Content Architecture - Security
Department
Projects
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

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

42. 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

43. VRD - Electronic Records Management
File Plan
Folder structure to support management of records
Assists in searching
SWFWMD utilizes a combination of Organizational and Functional classifications
The File Plan was derived from the content architectures and records inventory

44. File Plan

45. Taxonomy

46. Scanning Integration

47. 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

48. Collaboration - Declare a Record

49. Collaboration - Record Link

50. VRD - Record Details

51. 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

52. Challenges Change Access control Competing Applications Recycle Bin
People L VE change
Users revert to known processes such as , PC drives
Access control
Users L VE not having full control
Implement at the highest level possible to control architecture
Competing Applications
IT L VES SharePoint
Why use ECM when other applications allow document storage?
Recycle Bin
We had to develop a mechanism to “undelete” documents

53. 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)

54. Questions?