1. Rich Grudman Program Administrator 10/9/08
How we did it: Enterprise Content Management at the County of San Diego
Rich Grudman
Program Administrator 10/9/08

2. Managing Records is important but…
We just save everything
Too busy to deal with Records Management
We don’t know what to do with it
It cost more to destroy boxes than to store them

3. Records, Records everywhere…
175,000 boxes at Iron Mountain
99,000 boxes with no destruction date
17,000 boxes stored past destruction date
Unknown content
Storage reports to Depts. were outdated
More Stored On-Site

4. But wait there’s more… 24% of Departments had retention schedules
Records staff were retired or on the way out
Limited communication tools
Reactionary model
No consistent tracking method

5. E.D.M.S. Program Electronic Document Management was separate
Little connection with Records program
System was not certified as “Trusted”

6. Then came the change…
Executive
Legal
Records
Technical

7. The Risks… Tracking data Retrieving data Damaged/Lost data
Controlling Costs
Preserving Evidence

8. What an ECM Program does…
Guides departments
Provides infrastructure
Markets and cheerleads the program

9. How we did it… Staffing Philosophy Mission Definitions
Countywide policies
Technology
Communication/Education
Motivation

10. Staffing 6 new staff were hired including: Program Administrator
Project Manager –Electronic Document Management
County Records Manager
2 Records Coordinators
Office support

11. Philosophy Be proactive Communicate from top-down Get executive buy-in
Eliminate surprises
Provide excellent customer service

12. Mission To provide assistance to County departments with managing
content (both physical and
electronic) while working towards
reducing the amount of paper
stored countywide

13. Definitions
Document is any authored content (Paper, , Word, Excel, HTML, Text etc…) that reflects County business
Official Record is a document that memorializes an official public transaction and needs to be kept for a defined period of time
Public Record = Document
Not all Documents are Official Records

14. Policies Records policy re-write 3 new related policies
Updated definitions
Documents and official records
Standards for retention policies
Electronic content standard
3 new related policies
and verbal communications
County data/information security
The Public Records Act

15. Technology Intranet website Enterprise records tracking system Email
Training Video

16. Communication/Education
Intranet website
“House Calls”
Records Management workgroup
Quarterly storage reports
Tip of the Month
Training Video
Electronic Document Mgmt user group
Electronic Document Mgmt guidance
Annual Audit

17. Motivation Records Services does not charge Raised awareness of Risks
Yearly incentive program goals

18. Results so far… Offsite Boxes stored Reduction
Total number of boxes in storage
13%
Boxes stored Past their Destruction Date
65%
Boxes stored with No Destruction Date
100%
100% approved retention schedules
New mindset –More than a project

19. Documentum What is it? Configurable software tool with several modules
Used to manage unstructured data
Indifferent to format
(Word, Excel, PowerPoint, Access, scanned documents, digital photos, etc.)

20. Documentum- Five Uses Enterprise Content Management
Web Content Management & Publishing
Non-I.T. employees can manage their own Web pages
Enterprise
Content
Management
Our electronic document library
Digital Asset Management
Multi-Media Capacity
Collaboration
Electronic & virtual
communication and
information sharing
Records Management Compliance
Automated retention & destruction to manage data storage

21. Enterprise Content Management
Foundation module
Check-in, check-out, version & life cycle control and workflow
Used to:
Replace repetitive paperwork that is constantly retrieved and re-filed
Prevent data loss/damage

22. Web Content Management
Allows non-IT staff to manage web pages through the use of templates
Users can “subscribe” to a document

23. Records Management Tracks records retention and destruction
Retain, remove or destroy with defined retention policies
Automatic notifications for destruction
Knows where records live
Reduces risks of tracking/ retrieving data

24. Digital Asset Management
Offers management for digital media (digital photos, CDs, etc.)
Used for:
Version Rendering (tiff, gif, mpeg, image size)

25. What about Scanning? Scanning projects are separate yet ancillary
Go-Forward vs. Back-Scanning
Many projects include both

26. Projects In Production CAO - Admin Manual
DHR - On line Job Applications
DHR - Certified resume Distribution
DEH/DPLU - Inspection Automation
DPW - Survey Records System
HHSA - Web Based Program Guides
HHSA - CalWin
HHSA -AIS
P&C - Contract Management
County Counsel - Confidential/ Personnel Records
COB - Cyberdocs replacement
MPR - Digital Photo rendering
Countywide -Web Content Management
Put “Project in work” tracking sheet behind this

27. Questions?