Enterprise Content   Management (ECM)  Dealing with Information Overload   Dealing with Information Overload           Inc...
OverviewWhat is ECM         Benefits Identifying Requirements  Acquiring a Solution   Tampa’s Journey
Have You Experienced…   Where did I save that document? If I can’t find it, I’ll have to re-create it.        Has someone ...
What is ECM     AIIM – Association for Information and Image Management…the technologies, tools and methods used to captur...
Unstructured Content…anything NOT under an existing …anything NOT under an existing  automated business application   auto...
Florida Public Records        What is a record    Florida Statutes Section 119.011(12)… “Public records” means all    docu...
Capture                                        ECM system…putting content into the repository …putting content into the re...
Store…where the content goes and …how to the content goes and  where         find it again    how to find it again   Class...
Manage                Current Status                 who has what; waiting how long                History                ...
Deliver                       …getting the right content toto the                        …getting theaudience             ...
Preserve                …options for long term storage and                 …options for long term storage and             ...
Record Series ExamplesCalendars - #89   This record series consists of calendars, appointment books,   planners, or other ...
ECM Benefits                                 Compliance    Tangible                                 Efficiency   Intangibl...
Tangible BenefitsMinimizing electronic storage costs by eliminating duplicate files and oldversions thatelectronic storage...
Intangible BenefitsImproves find-ability and speed of access to information assets. Improves find-ability and speed of acc...
Compliance  Providing layers of security, ensuring that any given document or particular  details within a document canens...
EfficiencyConverting paper documents into electronic ones, ending the paper shuffle. Converting paper documents into elect...
Reducing Costs  Reducing the need to buy or rent expensive office space, file cabinets, folders  and boxes for storage. bu...
Identifying Requirements  Where to Begin  Where to Begin    Standards -- MoReq2, DoD5015.2, Dublin Core, etc.     Standard...
Acquiring a SolutionPartner with your IT dept; ask what they are doing to capture, Partner with your IT dept; ask what the...
Tampa’s JourneyTimetable Timetable 2009…initial project team identified functional Mid-2008 to early  requirements early 2...
ResourcesAIIM, Association for Information and Image Managementhttp://www.aiim.orgDublin Core Metadata Initiativehttp://du...
Upcoming SlideShare
Loading in …5
×

Tampa Enterprise Content Management -- Dealing with Information Overload

624 views

Published on

This is an extract of the presentation delivered at the 2012 Florida Government Finance Officers Association School of Government Finance. The presentation reviews the City of Tampa Florida Enterprise Content Management (ECM) experience; however the material presented is applicable to any organization considering or starting an ECM project. Topics include: what is ECM, along with expected benefits; identifying scope and requirements; acquiring a solution; and Tampa's journey. The City of Tampa team incorporated the AIIM (Association for Information and Image Management) model, which regards ECM as the technologies, tools, and methods used to capture, manage, store, preserve, and deliver content across an enterprise. The ECM tools and strategies enable the management of an organization's unstructured information. The management features involve a repository for records and documents; workflow; collaboration; electronic content such as Word, Excel, audio, video, map, CAD files, email archives; paper scanning; version control; electronic signatures; redaction; security and access controls; and more.

Published in: Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
624
On SlideShare
0
From Embeds
0
Number of Embeds
12
Actions
Shares
0
Downloads
16
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Tampa Enterprise Content Management -- Dealing with Information Overload

  1. 1. Enterprise Content Management (ECM) Dealing with Information Overload Dealing with Information Overload Increase Productivity Increase Productivity Save Time … Save Paper Save Time … Save Paper Reduce Costs Reduce CostsCity of Tampa Steven CantlerTechnology & Innovation Project Manager
  2. 2. OverviewWhat is ECM Benefits Identifying Requirements Acquiring a Solution Tampa’s Journey
  3. 3. Have You Experienced… Where did I save that document? If I can’t find it, I’ll have to re-create it. Has someone else already done this? What is the current status of the review and approval for…?I have several different copies; which is the current and most accurate version?
  4. 4. What is ECM AIIM – Association for Information and Image Management…the technologies, tools and methods used to capture, store, manage, deliver & preserve content across an entire enterprise
  5. 5. Unstructured Content…anything NOT under an existing …anything NOT under an existing automated business application automated business application Electronic: Word, Excel, Electronic: Word, Excel, PowerPoint, CAD, GIS, audio, PowerPoint, CAD, GIS, audio, video, image files video, image files Paper: text, photographs, maps, Paper: text, photographs, maps, drawings drawings
  6. 6. Florida Public Records What is a record Florida Statutes Section 119.011(12)… “Public records” means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. Public Records Access Florida Statutes Section 119.07(1)(a)… Every person who has custody of a public record shall permit the record to be inspected and copied by any person desiring to do so, at any reasonable time, under reasonable conditions, and under supervision by the custodian of the public records. Penalties for Non-Compliance Florida Statutes Section 119.10… A knowing or intentional violation is a 1st degree misdemeanor punishable by a fine of up to $1,000 and a jail term not to exceed one year. An unintentional violation is a non-criminal infraction, punishable by a fine up to $500. A public officer who intentionally violates the public records law is subject to suspension or removal from office. Attorneys fees and court costs are available to the requestor that prevails in a civil suit for access.
  7. 7. Capture ECM system…putting content into the repository …putting content into the repository Paper scanning, imaging, OCR Paper scanning, imaging, OCR Direct saves from authoring tools Direct saves from authoring tools such as Microsoft Word, Excel such as Microsoft Word, Excel Bulk imports (+ drag & drop) Bulk imports (+ drag & drop) Email, Fax, Web Email, Fax, Web ECM = Save Paper, Save Time
  8. 8. Store…where the content goes and …how to the content goes and where find it again how to find it again Classification Classification Search & Retrieval Search & Retrieval Check Out/In Check Out/In Version Control Version Control Attributes establish order/structure metadata taxonomy Ideally in one location ECM = Increase Productivity, Reduce Costs
  9. 9. Manage Current Status who has what; waiting how long History review of a specific occurrence; macro views of volumes, totals, trend analysis …tools && techniques for moving techniques for moving …content around and performance tools content around and performance monitoring monitoring Access and Security Access and Security Audit Trails Audit Trails Collaboration, Workflow Collaboration, WorkflowECM = Save Paper, Save Time
  10. 10. Deliver …getting the right content toto the …getting theaudience right content the intended intended audience Display, Printing, Reporting Display, Printing, Reporting Reuse Reuse Redaction Redaction Redaction Issues …what is confidential or exempt …black out or white out redaction …legal basis for redaction requiredECM = Increase Productivity, Reduce Costs
  11. 11. Preserve …options for long term storage and …options for long term storage and proper disposal at end-of-life proper disposal at end-of-life Archiving Archiving Holds Holds Retention and Disposition Retention and Disposition Transfer, Export Transfer, ExportECM = Save Paper, Save Time
  12. 12. Record Series ExamplesCalendars - #89 This record series consists of calendars, appointment books, planners, or other records showing official daily appointments and meetings. The series might also include lists of “prioritized daily tasks,” background materials, issues for discussion, and speaking points or remarks. Retention: 1 anniversary year.Drafts and Working Papers - #242 This records series consists of materials used in developing, compiling, and assembling a final product such as an agency report or database. The series may include, but is not limited to, circulated drafts; data entry forms; notes; calculations; and other supporting documents. Retention: Retain until obsolete, superseded, or administrative value is lost.
  13. 13. ECM Benefits Compliance Tangible Efficiency Intangible Cost ReductionSAVINGS Per EMC2,2each office document costs: SAVINGS Per EMC , each office document costs: Money $20 in labor to file Money $20 in labor to file Time $120 in labor to locate Time $120 in labor to locate Space $1 to store Space $1 to store Legal $5 to retrieve Legal $5 to retrieve …and on average 5% are lost, each of …and on take 25 hours to lost, each of which average 5% are recreate which take 25 hours to recreate Corp 2009 EMC 2
  14. 14. Tangible BenefitsMinimizing electronic storage costs by eliminating duplicate files and oldversions thatelectronic storage costs by eliminating duplicate files and old Minimizing are not needed. versions that are not needed.Minimizing administration costs by centralizing management of shared assets. Minimizing administration costs by centralizing management of shared assets.Maximizing staff utilization by focusing on a single system vs. cross-training Maximizing staff utilization by focusing on a single system vs. cross-trainingon many platforms. on many platforms.Managing workflows to optimize the use of resources. Managing workflows to optimize the use of resources.Reducing paper by sharing digital vs. paper files. Reducing paper by sharing digital vs. paper files.Convert paper records when appropriate to reduce onsite and offsite storageexpenses.paper records when appropriate to reduce onsite and offsite storage Convert expenses. Quantifiable Savings
  15. 15. Intangible BenefitsImproves find-ability and speed of access to information assets. Improves find-ability and speed of access to information assets.Increases knowledge sharing and reduces duplication of efforts, asawareness of information developed by others will be accessible. as Increases knowledge sharing and reduces duplication of efforts, awareness of information developed by others will be accessible.Enhancing the quality of decision making by sharing information. Enhancing the quality of decision making by sharing information.Enhances understanding of information status and activity with versioncontrols and audit trails, i.e. who, what, when, etc. activity with version Enhances understanding of information status and controls and audit trails, i.e. who, what, when, etc.Enables the application of State mandated records retention periods topreviouslythe applicationinformation. Enables unstructured of State mandated records retention periods to previously unstructured information.Expedites and improves discovery efforts, such as public information Expedites and improves discovery efforts, such as public informationrequests, legal actions and audits, while also enabling record protection. requests, legal actions and audits, while also enabling record protection.Access to sensitive information can be restricted to authorized individuals andgroups, and help ensure information beredacted. to authorized individuals and Access to sensitive information can is restricted groups, and help ensure information is redacted.
  16. 16. Compliance Providing layers of security, ensuring that any given document or particular details within a document canensuring that any given document or particular Providing layers of security, be viewed only by authorized individuals. details within a document can be viewed only by authorized individuals. Providing redaction tools to protect material. Providing redaction tools to protect material. Automating processes for retaining public documents and purging them when they are no longer needed, retaining public documents andpolicies. them when Automating processes for according to specific retention purging they are no longer needed, according to specific retention policies. Increasing government transparency and accountability. Increasing government transparency and accountability.Postal Service Loses Open Records Lawsuit(10/25/2012)Washington State Pays Open Government Coalition$65,000 to Settle Records Case (10/22/2012)Blogger Files Lawsuit Against Lawrence After BeingDenied Access to Document (10/06/2012)
  17. 17. EfficiencyConverting paper documents into electronic ones, ending the paper shuffle. Converting paper documents into electronic ones, ending the paper shuffle.Storing content in one central repository, giving each authorized user accessto all the content in one central repository, giving each authorized user access Storing information needed to do his or her job. to all the information needed to do his or her job.Indexing content for easy search and retrieval. Indexing content for easy search and retrieval.Allowing an authorized user to quickly access collections of documents,without worrying about what documents are called or whoof documents, Allowing an authorized user to quickly access collections “owns” them. without worrying about what documents are called or who “owns” them.Making information available 24/7 from any computer with access to the Making information available 24/7 from any computer with access to therepository. repository.Increasing opportunities for information sharing and collaboration. Increasing opportunities for information sharing and collaboration.Keeping documents from getting lost. Keeping documents from getting lost.Providing version control for documents undergoing revision. Providing version control for documents undergoing revision.
  18. 18. Reducing Costs Reducing the need to buy or rent expensive office space, file cabinets, folders and boxes for storage. buy or rent expensive office space, file cabinets, folders Reducing the need to and boxes for storage. Reducing labor costs by eliminating time employees used to manage paper records and unstructured eliminating time employees used to manage paper Reducing labor costs by electronic documents. records and unstructured electronic documents. Making it easier to assemble information needed for actions and decisions. Making it easier to assemble information needed for actions and decisions.For Return on Investment (ROI) reporting, focus onTangible Benefits.Locate Key Performance Indicators to measure forbefore and after implementation comparison.
  19. 19. Identifying Requirements Where to Begin Where to Begin Standards -- MoReq2, DoD5015.2, Dublin Core, etc. Standards -- MoReq2, DoD5015.2, Dublin Core, etc. Industry Associations: AIIM / ARMA Industry Associations: AIIM / ARMA Undertake an Information Inventory Undertake an Information Inventory [department, section/team, role/function] [department, section/team, role/function] Locate and assess other recent efforts Locate and assess other recent efforts Identify the Scope Identify the Scope Who will Sponsor/Champion Who will Sponsor/Champion Resources -- $’s, personnel Resources -- $’s, personnel What are the most important functions What are the most important functions
  20. 20. Acquiring a SolutionPartner with your IT dept; ask what they are doing to capture, Partner with your IT dept; ask what they are doing to capture,store, manage, preserve & deliver content. store, manage, preserve & deliver content.Engage your Records Management Liaison Officer. Engage your Records Management Liaison Officer.Join AIIM; investigate training and certifications. Join AIIM; investigate training and certifications.Perform online research; attend web casts; talk with other Perform online research; attend web casts; talk with otheragencies about what they have done. agencies about what they have done.Create & distribute requests for information and/or proposals. Create & distribute requests for information and/or proposals.Get relevant demonstrations of solutions focused on your Get relevant demonstrations of solutions focused on yourbusiness functions. business functions.
  21. 21. Tampa’s JourneyTimetable Timetable 2009…initial project team identified functional Mid-2008 to early requirements early 2009…initialMembers] Mid-2008 to in RFP [37 Team project team identified functional requirements in RFP [37 Team Members] 2 yrs in purchasing [9 RFP Committee Members] 2 yrs in purchasing [9 RFP Committee Members] 2011 Sire Technologies selected for implementation; 2011 Sire Technologies selected for implementation; team re-assembled [75 Team Members] team re-assembled [75 Team Members]Major ActivitiesMajor Activities standards for pilot implementation initial focus on identifying initial focus on identifying standards for pilot implementation key areas of contract scope key areas of contract scope paper to electronic conversion (vital records) paper to electronic conversion (vital records) records management (convert existing system) records management (convert existing system) migration of electronic content (network shares) migration of electronic content (network shares) basic collaboration & workflow (forms, electronic signatures) basic collaboration & workflow (forms, electronic signatures)
  22. 22. ResourcesAIIM, Association for Information and Image Managementhttp://www.aiim.orgDublin Core Metadata Initiativehttp://dublincore.orgECM Connectionhttp://www.ecmconnection.com/Florida Department of State, Division of Library and InformationServices, Records Managershttp://dlis.dos.state.fl.us/recordsmgmt/statutes.cfmMoReq2, Model Requirements for the Management of ElectronicRecordshttp://www.moreq2.eu

×