Electronic Document Management

Transcription

1 2014 Michigan E-Records Forum Electronic Document Management Jennifer Silveus Records Management Services, State of Michigan

2 Topics Defining Project Scope Project Planning & Monitoring Configuration and Testing Training & Cultural Change

3 Defining Scope Scope What record collections will be addressed Who are the impacted users and business processes When will specific goals be accomplished A well-defined set of goals and parameters is key to a successful project Ensure that you are not shooting at a moving target Documenting what is out of scope can be just as important

4 Defining Scope: Identify Problems Version Control

5 Defining Scope: What do we have? + 30% of records need to be retained but are not retrieved regularly, and should be moved off-site to low-cost storage

6 Defining Scope: What Do We Have? Retention and Disposal Schedules End user surveys, forms, and other information gathering documents

7 Defining Scope: Useful Tools Office Filing System (paper) Active Electronic System (read/write) Inactive Electronic System (read only) Microfilm System Are records retrieved frequently shortly after creation? Are records retrieved frequently over their entire retention period? Are records used by multiple people or used at multiple sites? Are copies often sent to people outside the office (including FOIA)? Does retrieval need to be immediate? Are records created or received electronically? Do the records have a retention period greater than 50 years? Are records modified after creation/filing? If you answered Yes : = preferred = acceptable = not recommended

8 Project Planning & Monitoring

9 EDM Project Planning Considerations Preparation Scanning Indexing Quality Control Quality Assurance Storage Disposition Often under estimated Selecting hardware/software to meet application needs Index attributes and how that information will be gathered Verify and correct Test and measure the results Where/how/when Getting the image out

10 Preparation Remove staples, paper clips, etc. Copy or repair of torn documents Non-standard size documents Condition of documents Order arrangement Use of barcodes or dividers

11 Scanning Components Device (scanner, fax server) Additional hardware (PCs, monitors, etc.) Capture software

12 Scanning Model Options Centralized Central logistic location Post-process At the mailroom Advantages Highly controlled Consistent quality Disadvantages Capturing too much Routing/transporting paper Decentralized Multiple Scan Centers Advantages Somewhat controlled Consistent quality Eliminates transportation Disadvantages Expenses Changes over time Task Oriented At the desktop Advantages Immediate capture Enable workflow Avoid filing/routing Disadvantages Little control Inconsistent quality Expenses

13 Scanning Process Options Pre-Process Advantages Able to leverage system for entire process Disadvantages Does not work well with view only systems Scanning process may delay information availability Additional change management for process staff Post-Process Advantages Less change management Disadvantages Not able to fully leverage system Managing two systems, paper and electronic Greater potential for misplaced documents

14 Indexing Considerations Values Data Entry Pre-Existing Data OCR ICR Barcodes

15 Disposition How long to keep paper after scanned? How will paper be disposed of? How long to keep scanned images? Retention schedules Triggers Outside vendors

16 Documentation Standard Operating Procedures Document Preparation Scanning Processes Indexing Methods Quality Control Quality Assurance Disposition Contact

17 Migration Exit strategy Necessary for all systems Needs to be addressed in the planning stage Additional considerations Technical expertise Migration software Hardware Risk of information loss Vendors

18 Project Management Project Management Triangle Also known as Triple Constraint or Iron Triangle Any time one part of the triangle changes, the other two parts are affected SCOPE

19 Project Plan

20 Configuration and Testing Involving users early and often increases User acceptance Ownership Accountability Set deadlines for testing Document and sign off on final configuration

21 Training & Cultural Change Timeliness Know your audience Availability, location, technical background skill? Hands-on or self-guided training? Customized or generic manuals? Live training considerations Equipment Buddy system/assigned seating Take-away materials Power user/ subject matter expert availability

22 Training & Cultural Change User Exposure Education Management support I m not going to learn it! Frequently Asked Questions Why are we doing this? Are electronic records legal? Why aren t we just scanning everything? Why is this going so fast?!

23 Successful EDM Implementation Project Scope Timelines Management Support User Involvement End User Training In-House Governance In-House Support/Resources