ODOT s Enterprise Content Management Program

1. ODOT�s Enterprise Content Management Program CIO Council April 3, 2007

2. 2 New Storage Challenge:Petabytes of Content

3. 3 Enterprise Content Management (ECM) Technology used to capture, manage, store, preserve, and deliver content and documents related to organizational processes � regardless of document type or media Manages unstructured information � regardless of where the information exists

4. 4 What is Fixed Content?

5. 5 Background ODOT developed custom imaging (scan, store, retrieve) systems for Finance and Motor Carrier Oregon Bridge Delivery Partners (OBDP) brought ECM to the Oregon Transportation Investment Act (OTIA) III Program with the use of FileNet to manage all program content, including Engineering Drawings (i.e. compound documents) ODOT has started an ECM project in the Right of Way Section using FileNet ODOT has pervious experience in developing �home grown� scan, store, retrieval systems. There has been a need and desire by the business to move towards a more comprehensive electronic capture of documents and other content such as photo�s. Oregon Bridge Delivery Partners (OBDP) effort with establishing and ECM was closely monitored by ODOT, and used as a stepping stone for ODOT to move towards ECM. We have used their efforts as standards where applicable and lessons learned for pitfalls to avoid. ODOT has pervious experience in developing �home grown� scan, store, retrieval systems. There has been a need and desire by the business to move towards a more comprehensive electronic capture of documents and other content such as photo�s. Oregon Bridge Delivery Partners (OBDP) effort with establishing and ECM was closely monitored by ODOT, and used as a stepping stone for ODOT to move towards ECM. We have used their efforts as standards where applicable and lessons learned for pitfalls to avoid.

6. 6 FileNet Capabilities Content Repository Business Process Manager (automated workflow) Records Manager (automated retention schedules) Email Manager Electronic Forms Capture (scanning) Integration with MS Office tools Web based Integration with CAD engineering software Digital Signatures incorporation FileNet Capabilities Content Repository Business Process Manager (automated workflow) Records Manager (automated retention schedules) Email Manager Electronic Forms Capture (scanning) Integration with MS Office tools Web based Integration with CAD engineering software Digital Signatures incorporation

7. 7 ECM Benefits for ODOT Improves content access and retrieval Reduces operating costs; employees can more effectively search and access the information using central repository Information currently contained in silo operations becomes more accessible and visible Do more with less Provides platform for automated workflow to speed up business processes and applications Helps to prevent delays related to �snail mail� and waiting for approvals from individuals who are �missing in action� Supports a collaborative workplace Takes up less office space, especially reduction in physical file cabinets and shelves ODOT�s more decentralized business model, and expanded use of external partners has made it key for a need to share and collaborate on content.ODOT�s more decentralized business model, and expanded use of external partners has made it key for a need to share and collaborate on content.

8. 8 ECM Benefits for ODOT cont. Improves content access and retrieval Do more with less Enhances compliance programs and reduces risk Meets regulatory requirements related to records retention and protection of confidential information Assists business continuity strategies Reduces risks or costs associated with litigation Manages content throughout lifecycle Content managed from time of creation or aggregation � through active use � to final archival and destruction December 1, 2006 Federal rules of Civil Procedure related to Electronically Stored Information (ESI) Assists with requirement to address ESI early on in the discovery process December 1, 2006 Federal rules of Civil Procedure related to Electronically Stored Information (ESI) Assists with requirement to address ESI early on in the discovery process

9. 9 ECM Program Goals Develop a governance structure including defining roles and responsibilities, and management structure. Establish a common approach to information organization including a standard taxonomy structure, and creation of document and content policies, procedures, and guidelines. Create a services and support delivery model that standardizes on a framework process and roll out for multiple, replicable ECM applications. Goals: To develop a governance structure that will support implementing an ECM shared services model, by defining the management structure, and defining roles and responsibilities. To establish a common approach to information organization including the development of an information taxonomy, a classification of information essential to enable future sharing of information across ODOT, and creation of document and content policies, procedures, and guidelines. To create a services and support delivery model that provides the framework for resource planning and for ECM solution packaging; as well as a deployment methodology for rolling out multiple, replicable ECM applications across the enterprise. The Program has an active executive level steering committee to provide ECM related leadership and direction, enterprise policy and procedure support, and assist in project and standard setting. FileNet software has been selected for the enterprise software tool for ECM initiatives. Goals: To develop a governance structure that will support implementing an ECM shared services model, by defining the management structure, and defining roles and responsibilities. To establish a common approach to information organization including the development of an information taxonomy, a classification of information essential to enable future sharing of information across ODOT, and creation of document and content policies, procedures, and guidelines. To create a services and support delivery model that provides the framework for resource planning and for ECM solution packaging; as well as a deployment methodology for rolling out multiple, replicable ECM applications across the enterprise. The Program has an active executive level steering committee to provide ECM related leadership and direction, enterprise policy and procedure support, and assist in project and standard setting. FileNet software has been selected for the enterprise software tool for ECM initiatives.

10. 10 Current Projects Oregon Bridge Delivery Partner�s continuing efforts ECM Architecture / Governance Development Right of Way Data Management Digital Signature Project Email Content Management Engineering Data Management Real ID (SB 640 for now) Intergovernmental Agreements

11. 11 Oregon Bridge Delivery Partners Implemented their system using FileNet in 2005 Implemented Projectwise that works with FileNet for Engineering Drawing Management In the process of deploying workflow, email manager, and records manager ODOT leveraging lessons learned from OBDP effort ODOT has used the experiences and lessons learned from the OBDP effort. They are using their system as a repository of content (documents, photos, sound and video) as well as a data repository with �highway� information. There has been good collaboration with the RW team and OBDP and skills and information sharing. They are finding workflow, email and records manager to challenging to deploy. ODOT has used the experiences and lessons learned from the OBDP effort. They are using their system as a repository of content (documents, photos, sound and video) as well as a data repository with �highway� information. There has been good collaboration with the RW team and OBDP and skills and information sharing. They are finding workflow, email and records manager to challenging to deploy.

12. 12 Currently negotiating with an external expert to assist in setting up an enterprise ECM Architecture, which would address concept of operations, data sharing with corporate data sources, and data taxonomy This would facilitate standards, technology infrastructure, and reusable process for ECM projects ECM Architecture / Governance AIIM = Association for Information and Image Management AIIM = Association for Information and Image Management

13. 13 Right of Way Data Management Capture and process historical information about ODOT real estate so that Right of Way management can assess how much property ODOT owns and how much excess property is available for sale or lease. This will be accomplished through a multiple project strategy: Backfile: Scan and deliver historical documents, establish technical infrastructure, and initial business process proof of concept �Going Forward�: Deliver statewide R/W business process and associated technical capability to electronically collect, store, manage, and retrieve relevant documents and information about documents ** The project will ensure that the business process and technology developed is integrated at the enterprise level to the degree possible. ** The project will ensure that the business process and technology developed is integrated at the enterprise level to the degree possible.

14. 14 Digital Signature Project Digital signatures (a form of electronic signature) allows for the authentication of the identity of the individual doing the signing Project will centralize the effort, identify standards, develop policy and procedure as needed, and gain approval for the use of digital signatures with appropriate governing bodies Coordinating with DAS who is engaged with VeriSign to determine statewide certification level

15. 15 Email Content Management Implement centralized email capture, management and retention. Email as records has become a focus at both the state and federal level. This project will seek to: Develop policy around email administration and use Manage email by way of categorizing it for records declaration and retention Make all retained email searchable for litigation purposes Implement FileNet Email Management software and infrastructure Email Manager is a big effort. It is more than just �archiving� email, but also involves determining if an email is a �record� and applying retention to it. The project will have to phase in email manager in manageable chunks. We will come back to the Steering Committee with a lot more information on this project. Project Progress: Project initiated and Project Manager assigned; steering committee level group initiated Completed FileNet high level training to assist in determining approach Project Team to determine and propose project scope and implementation plan Email Manager is a big effort. It is more than just �archiving� email, but also involves determining if an email is a �record� and applying retention to it. The project will have to phase in email manager in manageable chunks. We will come back to the Steering Committee with a lot more information on this project. Project Progress: Project initiated and Project Manager assigned; steering committee level group initiated Completed FileNet high level training to assist in determining approach Project Team to determine and propose project scope and implementation plan

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17. 17 Engineering Data Management Develop long and short range strategies for Engineering Data Management solutions. Goals include: Improve engineering file and data management and workflow Consolidate and organize engineering file data so critical data is no longer maintained on workstations, is backed up, is accessible to project team, and can be located for later or related projects Ensure that appropriate data is archived and accessible in the future Develop long and short range strategies for managing engineering data. Stated goals include: Improve engineering file management and associated work processes. Organize engineering data so critical information is accessible to the project team. Ensure critical engineering data is backed up. Manage changes to engineering data Reduce redundant data Organize data so that it can easily be found and used again if appropriate Ensure appropriate data is archived These strategies are focused on the needs of ODOT employees using engineering applications (MicroStation, InRoads, InRoads Survey and other applications). Engineering data is developed for a variety of products including Contract Plans, Right of Way maps, City and County maps, facilities, material sources, reports and other products.Develop long and short range strategies for managing engineering data. Stated goals include: Improve engineering file management and associated work processes. Organize engineering data so critical information is accessible to the project team. Ensure critical engineering data is backed up. Manage changes to engineering data Reduce redundant data Organize data so that it can easily be found and used again if appropriate Ensure appropriate data is archived These strategies are focused on the needs of ODOT employees using engineering applications (MicroStation, InRoads, InRoads Survey and other applications). Engineering data is developed for a variety of products including Contract Plans, Right of Way maps, City and County maps, facilities, material sources, reports and other products.

18. 18 Real ID DMV will be implementing a system for imaging supporting driver license identification (passports, birth certificates, etc) in compliance with the Federal Real ID Act (SB 640 for now!) Will use FileNet as a repository for those documents DMV will likely issue an RFP in the future for scanning equipment and scanning software

19. 19 Intergovernmental Agreement Tracking System (IGA2B) Utilize the DAS Oregon Purchasing Information Network (ORPIN) to streamline and standardize current IGA process with documents stored in ODOT�s FileNet System Creates an efficient and legally compliant system that satisfies the ODOT Procurement Office�s (OPO) and other Division�s IGA development, tracking, and information needs

20. 20 Future Projects Right of Way �Going Forward� Traffic Drawings Project Delivery System Technical Services Content Management Rail Content Management Other Areas (Human Resources, etc) In no particular order. These will need to be prioritized and approved.In no particular order. These will need to be prioritized and approved.

21. 21 Current FileNet Infrastructure This is just production that I generic�s up for this presentation. All HW is stored at the SDC. This is just production that I generic�s up for this presentation. All HW is stored at the SDC.

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