ECM Concepts, Challenges, Benefits

Implementing an Enterprise Solution

Hill County – TexasSharon Camarillo, IT Director

Hill CountyHill County, TXPopulation: ~36,000

ECM – IT?

What does Information Technology have to do with ECM?

ECM – IT?

Blue Chair (We’ll Revisit the Blue Chair)

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

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

ECM – IT?

• AIIM– Past-President of the Dallas/Fort Worth Chapter– Attained the ecmp status while working on a

project in Dallas County– I’m a proponent on ongoing education

ECM - IT?

Why ECM?

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

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

ECM - IT?

• Two Scenarios - No ECM Strategy– Scenario 1• Process not thought through• Inefficient • Delays in processing• Not managed• No easy retrieval method• Security

ECM - IT?

• Two Scenarios - No ECM Strategy– Scenario 2• Office A scans work• Each document is indexed• Offices B, C, D, & E need copies

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

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

ECM - IT?

• ECM is a methodology that provides for:– Strategic Planning– Focus on the processes– Data integrity– Security– Efficiencies – Transparency

ECM - IT?

• ECM is a methodology that provides for:– Exception handling– Records Management– Life Cycles– Compliance– Disaster Recovery (Seamless transition)– Vision

ECM - IT?

ECM methodology Leads to an

Enterprise Solution

ECM – IT? Enterprise Challenges - Decisions

• Budget Constraints– Hardware/Software (Flexibility)– Hosted/Inhouse– Direct or Reseller

• Partnerships (No Silos)

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

ECM – IT?Enterprise Challenges - Decisions

• Back file Conversion?– Staffing– In-house or External Firm

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?

– 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

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

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

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

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

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

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

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

ECM – IT Hill County Enterprise ECM

Departments using OnBase:– County Treasurer– District Clerk– Elections– IT Department– Sheriff– Auditor– District Court– County Judge

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)

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

ECM – IT Hill County Enterprise ECM

– Future Projects – Space is money

ECM – IT Hill County Enterprise ECM

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)

Questions?

Sharon Camarillo, IT Directorscamarillo@co.hill.tx.ushillcountyit@airmail.net

Cell:254-337-7058

Thanks to Terri Jones Hyland Software – Government Sector