Enterprise Content Management (ECM) Implementation: Hill County Challenges & Benefits

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

4. 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 ecmpstatus 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? • ECMis a methodology that provides for: • Strategic Planning • Focus on the processes • Data integrity • Security • Efficiencies • Transparency

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

17. ECM - IT? ECMmethodology 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 • 1.00 + 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 e-mail 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 • DIP • 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 hillcountyit@airmail.net Cell:254-337-7058 Thanks to Terri Jones Hyland Software – Government Sector