arma denver implementing an ecm system final 6_21_2016

9/21/2016

Implementing an Enterprise

Content Management (ECM)

System

Lessons Learned

Craig Young

DoxTek, Inc.

Improve Your Experience.

• Learn From My Mistakes

• Collaborate with Fellow ARMA Members

• Anticipate and Plan for “Bumps in the Road”

• Prepare your Fellow Employees for a Good Experience

33+ Years – School of Hard

Knocks

Project Manager for ECM

Implementation – Lessons

Learned

Certified Records Manager

(CRM)

Certified Business Analyst

(PMI-PBA)

My Experience.

Revitalize RIM Program.

Revitalize RIM Program Proposed (2008)

Approved

No Additional Personnel (just me)

No Funding

Started Records Inventory

Search for Imaging System Replacement

Review and Update RIM Policies

Sent for Approval

How to Get Program Support?

Know your Business Processes

Identify Current Bottlenecks to Efficiency

Have an Elevator Speech

o 30 Seconds

o Response to “How are you doing?”, How is our

Records Program Doing?”

• I have been looking at a way to save us $XX . . .

• It looks like we could reduce headcount by X if we . . .

Be “Shovel Ready”

Results.

RIM Related Objectives Started to Appear in

Corporate Goals

People Started Asking me – When, How, How

Much

My Manager Comes to me With – “We have

money left in this years budget, must be spent

by July 1. How soon could you have an ECM

project ready for approval?”

Approval for $250K – Phase 1

Company Vision of ECM.

“Provide a single, secure repository for

records of all kinds and formats with

managed access and full content search

capability”

-Capital Project Justification

Instruction Manuals.


Scan and Index Instruction Manuals.

457 three ring binders.

Documents are 81/2 x 11 simplex pages to folded

E size drawings.

Manufacturer literature that is stapled (brochures).

Sections in Manual are Divided by Tabs.

Identify some of the issues

you may encounter as you

work on this assignment.

Brainstorm Issues.

• Your Ideas . . .

Scan and Index Issues.

Estimate Scanning Costs

• Material Characteristics of Documents Being

Scanned

– 81/2 x 11 simplex, 11 x 17 and E size Drawings

– 457 Binders (675 linear inches)

– 225 pages per inch (151,875 pages)

• Number of Pages x Cost per page = Scan Cost

• Prep Fee x Estimated Hours = Prep Cost

• Scan Cost + Prep Cost = Total Scanning Costs

What to Do with E-Size Drawings? Costly to scan – scan cost plus prep time

Outdated !

Just Scan Title Block (bottom left corner drawing)

-Cross-Reference to current drawing in the

Drawings Data Base


Index Values?

-B&V Contract Number

-Contractor/Vendor Name

-Manual Title

-Instruction Manual Tabs


Shipping & Tracking?

Clerical Inventory Log

Shipping & Tracking.

Manifest

Shipping & Tracking Boxes.

62.2615.0710000Reservoir Intake PumpsByron Jackson Pump Division

Acceptance Testing

All Manuals scanned and returned?

• Missing 36 Manuals!

Index Keywords Correct?

• Export index values (keywords) to spread

sheet

–Run Spell Check

–Wrong Contract Numbers

–Missing Contractor Name


Missing 36 Manuals !!!!!

The Mystery of 36 Missing

Manuals

• Updated Inventory list from Clerical

• Manuals had been removed prior to

scanning

Scan & Index Lessons Learned.

Good Estimates of Cost – Cushion

Chain of Custody – Vendor Too

Thorough Acceptance Tests

Retrieval is Based on Accurate Index Keywords

Maintain Hardcopy Manuals –Until Acceptance

Testing is Complete and ALL Issues are Resolved

Employees on this Project MUST be Detail Oriented

Migrate Imaging System.

Imaging System Issues.

“I hate the Imaging System.

I can never find anything in it!”-President and Chief Operations Officer

Objective to replace the Imaging

System in Corporate Goals.

Migrate Imaging System. Implemented document imaging system in 1996.

System contains over 2 million documents (not pages).

Captured and loaded into the system by ad-hoc scanning and automatic data transfer of information from Legacy business systems.

Your next assignment is to migrate data from the obsolete Imaging system into the new ECM system.

Identify some of the issues

you may encounter as you

work on this assignment.

Brainstorm Issues.

Your Ideas . . .

No One Can Find An Imaging Procedures

Manual!

Indexing is not consistent

(INV#, INV, Invoice #, PO_1, PO Line#1)

5 different ways to spell RECEIVING

(Receiving, Recving, Rcving, Receive,

Receivng)


Obsolete File Formats (.zhp?)

Documents Scanned in Time Frames

1996 -1997 then create a new folder 1998 - 2004

Correspondence

Organized by Delivery Method, not by Content

Folders = Memos, Letters, Email, etc.

Access Security not Applied Consistently

Security Levels – Sometimes Creator could not

access their own documents


Re-Organize Based on Content

Do as Part of Migration or After?

Assign Access by Job Title

More Access for Most Employees

Simplify Administration

Convert Obsolete File Formats into Standard

PDF or TIFF


The Biggest Issue the Project has Faced

(and Still Faces) is . . . . .

Employees Refuse to Adjust Their

Procedure.

Change Management


Records Manager.

Oversight of Records Management is Critical

RM Provides a Unique Perspective

No One Else Knows What We Know

See the Big Picture

Know Entire Business Process

Maintain Consistency (Procedures)

Audit for Compliance (Regulatory and Procedures)

The Value of Someone Who Knows

Documented and Approved Universal Procedures

Scan Settings (300 dpi, Image Enhancements)

Use Drop Down Pick List

No Abbreviations (Yes to Common Acronyms)

Don’t Add anything (INV#, INV, etc.)

Only Scan Once (Cross Referencing)

Migrate Lessons Learned.

Use Drop Down Pick List

Comes from Purchasing

System Vendor File


Validate Keyword

Entry Against

Source When

Possible

– Auto Fill Employee

Name from HR

System


Know Where to

Search for Actual

Document AND

Format of

Keywords They use

in the Search

Indexing

Procedures are

used to Index AND

used by Employees

who want to

Retrieve


Take Away.

You Can Start Working on your ECM

System Today!

Verify Standard Business Procedures for

What Employees Do Today, and That the

Procedures are Being Followed

Saves Frustration and Effort When You

Do Implement a System.

Document Business Systems

–Create Flow Charts

Become Familiar

with Corporate

Goals

• What Really Bugs

Management

• What are They

Worried About

• What can be Tied

to Records

Management

Build

Relationships

• You Will Need

Allies in all

Departments/

Sections

• You will Need

Information From

All Aspects of

Business

Take Away.

40

Questions.

Thank

You.