1. ECM Concepts, Challenges, Benefits Implementing an Enterprise Solution
Hill County – Texas
Sharon Camarillo, IT Director

2. Hill County
Hill County, TX
Population: ~36,000

3. What does Information Technology have to do with ECM?
ECM – IT?
What does Information Technology have to do with ECM?

4. (We’ll Revisit the Blue Chair)
ECM – IT?
Blue Chair
(We’ll Revisit the Blue Chair)

5. ECM - IT? What is ECM? Enterprise Content Management
Includes Core Components (Gartner)
Imaging
Document Management
Electronic Records Management
Web Content Management
Workflow
Document Centric Collaboration

6. ECM - IT?
What is ECM?
AIIM Definition – “the strategies, methods and tools to capture, store, manage, preserve, and deliver information in support of business processes”
Who is AIIM
Association for Information and Image Management
Global, Non-Profit
Focus on Education, Research, Best Practices, Standards

7. ECM – IT? AIIM Past-President of the Dallas/Fort Worth Chapter
Attained the ecmp status while working on a project in Dallas County
I’m a proponent on ongoing education

8. ECM - IT?
Why ECM?

9. ECM - IT? Two Scenarios - No ECM Strategy Scenario 1
Monday - Molly is logged on
She is scanning Doc’s for PO
She is also saving e-docs related to PO

10. ECM - IT? Two Scenarios - No ECM Strategy Scenario 1
Tuesday Molly is out of the office
Tom, the Auditor, needs to review the PO
Tom logs on to the PC but can’t pull up the e-docs since they are in Molly’s profile

11. ECM - IT? Two Scenarios - No ECM Strategy Scenario 1
Process not thought through
Inefficient
Delays in processing
Not managed
No easy retrieval method
Security

12. ECM - IT? Two Scenarios - No ECM Strategy Scenario 2
Office A scans work
Each document is indexed
Offices B, C, D, & E need copies

13. ECM - IT? Two Scenarios - No ECM Strategy Scenario 2
Process to get copies:
Call Office A
Clerk answers and transfers to Scanning Clerk
Scanning Clerk stops scanning, retrieves & prints document
Office B, C, D, or E comes by to pick up copy

14. ECM - IT? Two Scenarios - No ECM Strategy Scenario 2
Although an ECM Component is in place, a strategy has not been defined
Inefficient
Wasted resources – people and cash
Not managed
Security

15. ECM - IT? ECM is a methodology that provides for: Strategic Planning
Focus on the processes
Data integrity
Security
Efficiencies
Transparency

16. ECM - IT? ECM is a methodology that provides for: Exception handling
Records Management
Life Cycles
Compliance
Disaster Recovery (Seamless transition)
Vision

17. ECM methodology Leads to an Enterprise Solution
ECM - IT?
ECM methodology Leads to an Enterprise Solution

18. ECM – IT? Enterprise Challenges - Decisions
Budget Constraints
Hardware/Software (Flexibility)
Hosted/Inhouse
Direct or Reseller
Partnerships (No Silos)

19. ECM – IT? Enterprise Challenges - Decisions
Identify:
Compliance requirements
Security requirements
Retention schedules
Required licensing – modules, concurrent
A Solution that fits the needs of your agency
A Non-specific application
Content Type & File Type
Select Pilot Offices

20. ECM – IT? Enterprise Challenges - Decisions
Back file Conversion?
Staffing
In-house or External Firm

21. ECM – IT? Hill County Enterprise ECM
Evaluate existing processes
Who is requesting document copies (Target Audience)?
What is the process to provide copies?
Is revenue generated from the copies?
Is there flexibility to change?
What is the volume?
Where is the content originating? Is a standard format required or free-form?

22. ECM – IT Hill County Enterprise ECM
Evaluate existing processes
Who is requesting document copies?
County Departments
Individuals, Attorneys, Businesses
What is the process to provide copies?
Mail, In Person, By Phone for County Depts
Is revenue generated from the copies?
Yes for Mail and In Person, No for Internal Requests
Is there flexibility to change? Yes

23. ECM – IT Hill County Enterprise ECM
Evaluate existing processes
What is the volume?
General Rule available for # of pages in drawers/shelving
Where is the content originating?
Internally
Externally
Is a standard format required or free-form?
No standard

24. ECM – IT Hill County Enterprise ECM
Scenario – With ECM Strategy
Scenario 2
With Department Partnership - OnBase software access is expanded to:
All District Clerk employees PC’s
Judges & Administrators PC’s
District Attorney, County Attorney PC’s
Sheriff’s Office Chief

25. ECM – IT Hill County Enterprise ECM
Scenario – With ECM Strategy
Scenario 2
Benefits
Efficiency - Dept. Staff pull up content from their desktop -
Allows employees to focus on job duties
Enhanced Service to Constituents

26. ECM – IT Hill County Enterprise ECM
Scenario – With ECM Strategy
Scenario 2
Benefits
Cost savings - reduction In printing saves paper/toners costs, fuel savings
Previously, if ten individuals needed to review a 10 page case doc
10 request * 10 pages = 100 pages printed
Hard dollar cost to fulfill the requests $1.00
Savings for every 100 pages not printed
Time of 3 Employees
This doesn’t include soft dollar savings and efficiencies associated with staff time

27. ECM – IT Hill County Enterprise ECM
Scenario – With ECM Strategy
Scenario 2 Implementation
Utilized Onbase Concurrent Licenses
Already licensed to Hill County
No cost to add users
License is not tied to user id
Imaging licenses provide a client license
Custom queries created in-house to speed up searches

28. ECM – IT Hill County Enterprise ECM
ECM Implementation & Strategy
Make the most of the Tools that you already own
Concurrent licenses
Roll out to offsite locations to reduce fuel
Give users direct query access to View rather print
Drag and Drop
Don’t print then scan – save paper
Drag and drop case photos into OnBase rather than creating cd/dvd

29. ECM – IT Hill County Enterprise ECM
ECM Implementation & Strategy
Make the most of the Tools that you already own
Virtual Print Driver
Site license - expand it to Departments printing to reduce paper/toner costs
Example: OfficeDepot Order confirm via use VPD to bring into the ecm solution
Create Custom Queries for efficiency

30. ECM – IT Hill County Enterprise ECM
Departments using OnBase:
County Treasurer
District Clerk
Elections
IT Department
Sheriff
Auditor
District Court
County Judge

31. ECM – IT Hill County Enterprise ECM
Number of OnBase users: 52
Key Modules
Desktop Imaging (unlimited, 15 ppm, 30 ppm)
Virtual Print Driver
DIP
Encrypted Disk Groups
App Enabler
Web Server
CD Authoring
Workflow
Key Processes using OnBase
Scanning
Workflow (In Development)

32. ECM – IT Hill County Enterprise ECM
Where to Next?
Transparency Initiatives over the web
Any where access to content
Web
iPhone, Android, etc.
Paperless Office in January 2013

33. ECM – IT Hill County Enterprise ECM
Future Projects – Space is money

34. ECM – IT?
Blue Chair
1st Phase of ECM – Small start – Big Goal (Project Goal 12 Million pages per year – access from 1 to ~ 60 users)

35. Questions?

36. Sharon Camarillo, IT Director scamarillo@co.hill.tx.us
Cell:
Thanks to Terri Jones
Hyland Software – Government Sector