Going Paperless The Utah Experience. Mike Pecorelli Project Manager Utah DEQ

Transcription

1 Going Paperless The Utah Experience Mike Pecorelli Project Manager Utah DEQ

2 Topic Overview Three Key Topics Interactive Map GIS Tool Electronic Document Management System Database

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11 Interactive Map Gives 24 hour access to public Gives a visual look at the site Transparency

12 Electronic Document Management System Looked at several programs Choose Documentum Runs through browser, Internet Explorer Easy part is now over Decided to implement in small groups Used Divisions

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14 Electronic Document Management System Implementation decisions Filing structure in Documentum Flat vs structured with folders

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16 Implementation Decisions File Structure Flat Everything is just put in one location Find individual files by searches Relies on OCR and Metadata Structured with Folders Use Facility ID numbers for folders Easier to navigate back end Time consuming to file

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18 Metadata Description of data How much do you want to add Balance of useful vs clutter Added by hand Time consuming Required vs optional What do you want to require Will anybody fill in fields not required? Used for search criteria Searching is big strength of electronic data Can search on Metadata or text (if OCR was done)

19 Metadata Continued Entry takes time Quality of input depends on staff Use drop down boxes when possible Consistent input and less mistakes Selections fed by database

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21 Implementation Decisions Scanning Optical Character Recognition (OCR) Some better than others Stored format (pdf, doc, xls, jpg etc.) Need to be able to open in the future What should you do with the hard copy? Electronic Submissions Don t take them yet Cleaner and less OCR mistakes

22 Implementation Decisions Didn t want Google or any search engine to be able to index records Security Limits searches on personal data Records behind firewall Program retrieves requested records for a short time

23 Documentum Twists Deletion Rights Who do you give these rights too May need to request a hardcopy to scan If you don t take electronic copies Color takes more storage space Files come mixed with some color Scanner doesn t automatically detect color

24 Scanning Process Scanned on incoming of the document Hard copy distributed after scanning Problem of which copy is the official record Project Managers write on documents Electronic copy needs to be reviewed Classification of document for Public, Private etc. Increases work load

25 Implementation Challenges Classification of documents Private, public, etc. Who makes the decisions Carries a penalty and fine if done wrong Electronic Signatures Should staff get hard copy or only electronic copy What is the official copy? Submission of electronic data or hard copy

26 Implementation Challenges Updated OCR software Changed text of documents How do you get closed files scanned How do you handle files that are partially scanned

27 Database Started with Microsoft Access front & back end No longer met needs Couldn t use for internet applications Currently storing data on MS SQL Server 2008 Didn t use Oracle because of costs User interface is being moved to.net 4.0 Web based interface Over half of database front end has now been converted

28 Database Uses Tracks Claims Date of receiving Date of final review Payment Information Approved Budgets and Work Plans

29 Database Uses Track Correspondence and Deadlines Can run reports on due dates Site information Depth to groundwater Soil types Contact Info

30 Database Uses Track Compliance Information Keep history of violations Historical Owner Information Consultant and Contractor Certifications

31 Final Thoughts Having information electronic Searchable Saves a lot of space Makes distribution of information easier Possible to have backup information Can easily save in more than one location

32 The End