Co Dig Gov Ecm 08

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Colorado Digital Government ECM 2008 Presentation

Colorado Digital Government ECM 2008 Presentation

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  • 1. Colorado Digital Government Summit November 17, 2008 Enterprise Content Management Jim Lindauer Chief Architect Jefferson County
  • 2. What is Enterprise Content Management?
      • Classifications Module
      • Classifications Module
      • Classifications Module
    Enterprise Content Management (ECM) is the technology used to Capture , Manage, Store, Preserve, Control and Access enterprise-wide content. ECM software assists in controlling content associated with business processes. The convergence of Document Management, Web Content and Collaboration technologies has resulted in the emergence of ECM.
  • 3. Content is Everywhere
      • Classifications Module
      • Classifications Module
      • Classifications Module
    File Systems e-Mail Servers Local Drives Web Servers Imaging Repositories Paper Files T Document Repositories Microfilm Business Systems Video Libraries Photographs
  • 4. Content Types
    • Structured Content
      • From emails and instant messages to electronic forms, XML and even business process data
      • Alphanumeric information
      • that can be sorted in a
      • database
      • Examples: lists, addresses, resumes, records
    • Unstructured Content
      • Both “static” and “dynamic”
      • From scanned images and electronic documents to complex forms and even rich media
  • 5. Business Drivers | Enterprise Platform Standardization
    • Improve Customer Service
    • Improve Productivity
    • Reduce Costs
    • Ensure Compliance
    Business Unit Solution ECM Drivers
    • Standards
    • Reduction of Vendors
    • Strong Dev. Platform
    • Scalability
    • Ease of Operations
    IT ECM Drivers ECM Platform Executive Leadership Business Domains IT Services Enterprise Architecture
  • 6. Forms Savings in e-Government Continuum
  • 7. ECM Components
    • Document Management
    • Document Imaging
    • Report Management
    • Workflow
    Integrated Document Management Compliance Content Management
    • Web Publishing
    • Portals
    • eRecords
    • e-Mail Archiving
    • Transactional Content Recording
  • 8. ECM Processes Edit Create Document Versions Review ECM REPOSITORY Distribute, Present to Web Workflow Process Publish to Web Retrieve, View, Annotate, e-Mail, Fax Declare Record Retention Disposition Final Capture e-Mail, Web Transaction Content Scan Paper Index Images Capture Reports, Statements
  • 9. Image Capture (Manual) Scan Bi-tonal or Color Images Index Commit Fax In Image Capture Server Document Repository
  • 10. Image Capture (Assisted) Fax In Verify Rejects Document Repository ( Form Images ) Business Systems ( Form Data ) Scan Forms Commit Forms Processing Server Auto QA Auto Template ID OCR, ICR, OMR, Barcode Recognition Data Validation
  • 11. Image Capture (Automatic) HTML, XML, PDF eForms Document Repository ( eForm Images ) Business Systems ( eForm Data ) Commit Forms Processing Server Data Validation
  • 12. Colorado Records Management
      • Classifications Module
      • Three primary laws governing records management in Colorado:
        • State Archives Law ( CRS 24-80 Part I )
        • Public (Open) Records Law ( CRS 24-72 )
        • Uniform Electronic Transactions Act ( CRS 24-71.3 )
  • 13. State Archives Law (CRS 24-80 Part I)
      • Classifications Module
      • Classifications Module
      • Classifications Module
        • Local governments must consult with
        • State Archives and Attorney General
        • prior to destroying public records.
  • 14. Public (Open) Records Law (CRS 24-72 )
      • Classifications Module
      • Classifications Module
      • Classifications Module
        • Records open unless excluded
        • Lengthy list of exclusions based on protecting
        • individual privacy, law enforcement
        • investigations, and government’s “deliberative
        • process”
  • 15. Uniform Electronic Transactions Act (CRS 24-71.3)
      • Classifications Module
        • “ If a law requires a record to be in writing, an
        • electronic record satisfies the law.”
        • CRS 24-72-71.3(3)
  • 16. Uniform Electronic Transactions Act (CRS 24-71.3)
        • “A county, municipality, or other political
        • subdivision, . . . shall have the general power,
        • . . . to determine the extent to which it will
        • create and retain electronic records and
        • electronic signatures.”
        • CRS 24-71.3-117
  • 17. What is a Record?
      • Classifications Module
      • Classifications Module
      • Classifications Module
    • "Public records" means and includes all writings
    • made, maintained, or kept by the state, . . . or political
    • subdivision of the state, for use in the exercise of
    • functions required or authorized by law or
    • Administrative rule or involving the receipt or
    • expenditure of public funds.
    • CRS 24-72-202(6) (a) (I)
  • 18. Colorado Records Management
    • The foundation of Records Management is a
    • Records Retention Schedule
    • Counties develop own schedules
    • Model schedule for municipalities available on Colorado
    • State Archives website:
    • http://www.colorado.gov/dpa/doit/archives/rm/municipalrmm/index.htm
    • ions Module
  • 19. Jefferson County ECM Open Text - Livelink
      • Classifications Module
      • Classifications Module
      • Classifications Module
  • 20. Livelink Taxonomy
      • Classifications Module
      • Classifications Module
      • Classifications Module
          • Organization Structure
            • Folder Structure
            • Control access to documents
            • User Interface (WYSIWIG)
          • Functional Structure
            • Classification Plan
            • Sets record retention periods
  • 21. Jefferson County ECM Folder Structure
      • Classifications Module
      • Classifications Module
      • Classifications Module
  • 22. Jefferson County ECM Classifications - Functions
      • Classifications Module
      • Classifications Module
      • Classifications Module
  • 23. Jefferson County ECM Classifications - Activities
      • Classifications Module
      • Classifications Module
      • Classifications Module
  • 24. Jefferson County ECM Classifications – Records Series
      • Classifications Module
      • Classifications Module
      • Classifications Module
  • 25. Jefferson County ECM Record Schedule
      • Classifications Module
      • Classifications Module
      • Classifications Module
  • 26. Child Support Enforcement Case Study - Project
      • Child Support Enforcement Document Conversion
      • Scanned 11,000 cases into Livelink over 18 months
      • If all the files were placed in one vertical stack, they would stand 680 feet high which is the height of the 52 story Wells Fargo Center in downtown Denver
      • If all of the pieces of paper in those files were laid out like a carpet, they would cover the entire field at Invesco (Mile High) Stadium nineteen (19) pages deep.
  • 27. Child Support Enforcement Case Study - Savings
      • Storage Space
        • 68 coffin drawers full of files
        • 37 lateral filing cabinets
      • Labor
        • 3 hours of filing per technician per week
        • 4 hours of file review per technician per week
        • 3 hours a week transporting files to Court
      • Return on Investment (ROI)
        • The cost of the project over 18 months was $318,477
        • Next 18 months estimated savings of $415,435
  • 28. Customer Utilization
      • Classifications Module
      • Accounting: Accounts Payable and Accounts Receivable Files, W-9, Invoices
      • Assessor: Index Books, Cost Sheets
      • Board of County Commissioners: Citizen Correspondence
      • Budget and Management Analysis: Annual Budget, 2008 CIP Forms
      • Building: Building Plans, Permits
      • Children Youth and Families: Child Welfare cases
  • 29. Customer Utilization
      • Classifications Module
      • Clerk and Recorder: Board of County Commissioner’s Resolutions, Recordings of the BCC meetings, Elected Officials Minutes, BCC Contracts and Liquor License Authority Minutes and meeting recordings
      • Community Assistance: Adult Protection Services, Child Support Enforcement, and Workforce Development, (Economic and Medical Assistance Services and long Term Care Financials are in development)
      • County Administrator: BCC Staff Briefings, Special Projects, Leadership Team Minutes, Special Project Development
      • County Attorney: Human Services Collaboration, Land Use Management, Legislation Monitoring, Litigation documentation,
      • Development and Transportation: Administrative, Permits
  • 30. Customer Utilization
      • Classifications Module
      • Head Start: Human Services Data Integration Task Force, Human Resource Management, and Contact List
      • Health: Permits
      • Highways and Transportation: Permits, Project Management, ROW logs and Base Maps, Corridor Studies
      • Human Resources: Job Applications, Benefits, Personnel Records
      • Human Services: Program Administration, Scanned Correspondence, Investigation Documentation, Human Services Data Integration Task Force, Managing LAN Account and Desk Phone Help Ticket Processing Information, HS Knowledge Base, Human Resource Management, Contact List, Timekeeping forms
  • 31. Customer Utilization
      • Classifications Module
    • Human Services Business and Finance: Virtually all document management including accounting, accounts receivable, financial analysis, grants management, operations, technical support, meeting management, Human Resource Management, Policies and Procedures, State Reports, System Security, Contact Lists
    • Insurance: Insurance Certificates, Bonds, and Contracts
    • IT Services: Knowledge Base, Human Resource Management, Budget Preparation and ISF Documentation, Historical Commission minutes and supporting documentation
    • Open Space: Park Management, Acquisitions, Administrative Directives, Citizen Outreach, Cross-Sectional Efforts, Joint Meetings, Natural Resource Management, Park Maintenance, Open Space Commission Resolutions
  • 32. Customer Utilization
      • Classifications Module
    Planning and Zoning: Construction, Urban Drainage Maintenance Acceptance, Plats & ODPs, Regulations, Red Line Prints, Recordings of the Planning Commission meetings Property Management: Facilities Management: EMS reservation supporting documentation, invoice supporting documentation Public Information Office: News Clips, Open Records Form to track request processing is in Development Workforce Development: Client files for adult and youth workforce & career Development, Human Services Data Integration Task Force, Case Scanning, Human Resource Management
  • 33. Jefferson County ECM Document Growth
      • Classifications Module
  • 34. Question & Answer Session
  • 35. Thank You!!! Jim Lindauer [email_address] 303-271-8768 Contributors: Karen Hughes, Michael Schink