1. How we did it: Enterprise Content Management at the County of San Diego Rich Grudman Program Administrator10/9/08

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 were outdated More Stored On-Site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 Staffing Philosophy Philosophy Mission Mission Definitions Definitions Countywide policies Countywide policies Technology Technology Communication/Education Communication/Education Motivation 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, Email, Word, Excel, HTML, Text etc…) that reflects County business Document is any authored content (Paper, Email, 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 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 Public Record = Document Not all Documents are Official Records Not all Documents are Official Records

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

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

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

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

18. Results so far… 100% approved retention schedules 100% approved retention schedules New mindset –More than a project New mindset –More than a project Offsite Boxes storedReduction Total number of boxes in storage13% Boxes stored Past their Destruction Date65% Boxes stored with No Destruction Date100%

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

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

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

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

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

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

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

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

27. Questions?