EnterpriseContentManagementCIOCPresentationBenBerry040307

ODOT’s Enterprise Content Management Program: 

ODOT’s Enterprise Content Management Program CIO Council April 3, 2007 Ben Berry, CIO ODOT

New Storage Challenge: Petabytes of Content: 

2 1970 1980 1990 Systems- centric PC- centric Network- centric New Storage Challenge: Petabytes of Content Content- centric Information Technology Waves 2000 2010 2020 2030 CONTENT IS KING 75% Fixed Content

Enterprise Content Management (ECM): 

3 Enterprise Content Management (ECM) Technology used to capture, manage, store, preserve, and deliver content and documents related to organizational processes – regardless of document type or media Manages unstructured information – regardless of where the information exists What Is It? Background/Purpose

What is Fixed Content?: 

4 What is Fixed Content? Digital Records Documents, Employee Records, Checks Photographs and other images System Monitoring Charts, GIS Rich Media Conventional (Digital Film, GIS, etc.) News/media, Video Clips, Security Surveillance Audio, Voicemail, Emergency Management Radio Electronic Documents Contracts, Claims, Financial Spreadsheets Email, Attachments and Presentations CAD/CAM designs

Background: 

5 Background ODOT developed custom imaging (scan, store, retrieve) systems for Finance and Motor Carrier Oregon Bridge Delivery Partners (OBDP) brought ECM to the Oregon Transportation Investment Act (OTIA) III Program with the use of FileNet to manage all program content, including Engineering Drawings (i.e. compound documents) ODOT has started an ECM project in the Right of Way Section using FileNet Background/Purpose

PowerPoint Presentation: 

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ECM Benefits for ODOT: 

7 ECM Benefits for ODOT Improves content access and retrieval Reduces operating costs ; employees can more effectively search and access the information using central repository Information currently contained in silo operations becomes more accessible and visible Do more with less Provides platform for automated workflow to speed up business processes and applications Helps to prevent delays related to “snail mail” and waiting for approvals from individuals who are “missing in action” Supports a collaborative workplace Takes up less office space , especially reduction in physical file cabinets and shelves Background/Purpose

ECM Benefits for ODOT cont.: 

8 ECM Benefits for ODOT cont. Improves content access and retrieval Do more with less Enhances compliance programs and reduces risk Meets regulatory requirements related to records retention and protection of confidential information Assists business continuity strategies Reduces risks or costs associated with litigation Manages content throughout lifecycle Content managed from time of creation or aggregation – through active use – to final archival and destruction Background/Purpose

ECM Program Goals: 

9 ECM Program Goals Develop a governance structure including defining roles and responsibilities, and management structure. Establish a common approach to information organization including a standard taxonomy structure , and creation of document and content policies, procedures, and guidelines. Create a services and support delivery model that standardizes on a framework process and roll out for multiple, replicable ECM applications. Background/Purpose

Current Projects: 

10 Current Projects Oregon Bridge Delivery Partner’s continuing efforts ECM Architecture / Governance Development Right of Way Data Management Digital Signature Project Email Content Management Engineering Data Management Real ID (SB 640 for now) Intergovernmental Agreements

Oregon Bridge Delivery Partners: 

11 Oregon Bridge Delivery Partners Implemented their system using FileNet in 2005 Implemented Projectwise that works with FileNet for Engineering Drawing Management In the process of deploying workflow, email manager, and records manager ODOT leveraging lessons learned from OBDP effort Current Projects - 1

ECM Architecture / Governance: 

12 Currently negotiating with an external expert to assist in setting up an enterprise ECM Architecture , which would address concept of operations, data sharing with corporate data sources, and data taxonomy This would facilitate standards, technology infrastructure, and reusable process for ECM projects Current Projects - 2 ECM Architecture / Governance "A taxonomy allows you to categorize your content by key words and phrases to allow users to find the content that is required to complete their work task. A solid taxonomy slashes the time required for information searching and can lead to bottom line growth through enhanced productivity from the workforce. “ (AIIM)

Right of Way Data Management: 

13 Right of Way Data Management Capture and process historical information about ODOT real estate so that Right of Way management can assess how much property ODOT owns and how much excess property is available for sale or lease. This will be accomplished through a multiple project strategy: Backfile: Scan and deliver historical documents, establish technical infrastructure, and initial business process proof of concept “Going Forward”: Deliver statewide R/W business process and associated technical capability to electronically collect, store, manage, and retrieve relevant documents and information about documents Current Projects - 3

Digital Signature Project: 

14 Digital Signature Project Digital signatures (a form of electronic signature) allows for the authentication of the identity of the individual doing the signing Project will centralize the effort, identify standards, develop policy and procedure as needed, and gain approval for the use of digital signatures with appropriate governing bodies Coordinating with DAS who is engaged with VeriSign to determine statewide certification level Current Projects - 4

Email Content Management: 

15 Email Content Management Implement centralized email capture, management and retention. Email as records has become a focus at both the state and federal level. This project will seek to: Develop policy around email administration and use Manage email by way of categorizing it for records declaration and retention Make all retained email searchable for litigation purposes Implement FileNet Email Management software and infrastructure Current Projects - 5

PowerPoint Presentation: 

16 Email Archive Server Process Monitor and pull copy of messages Apply business rules Add copy to ECM Delete copy Automatic Pull Manual Push (Inbound) Rules don't apply Employees MS Exchange or GroupWise ECM Repository Read (Inbound) Send (Outbound) Inbound Outbound Conceptual Architecture Strategy Map: Enterprise Email Archive and ECM Note: ODOT uses FileNet’s Email Manager Module for Enterprise Content Management. DoD 5015.2-STD Compliant DoD 5015.2-STD Compliant

Engineering Data Management: 

17 Engineering Data Management Develop long and short range strategies for Engineering Data Management solutions. Goals include: Improve engineering file and data management and workflow Consolidate and organize engineering file data so critical data is no longer maintained on workstations, is backed up, is accessible to project team, and can be located for later or related projects Ensure that appropriate data is archived and accessible in the future Current Projects - 6

Real ID: 

18 Real ID DMV will be implementing a system for imaging supporting driver license identification (passports, birth certificates, etc ) in compliance with the Federal Real ID Act (SB 640 for now!) Will use FileNet as a repository for those documents DMV will likely issue an RFP in the future for scanning equipment and scanning software Current Projects - 7

Intergovernmental Agreement Tracking System (IGA2B): 

19 Intergovernmental Agreement Tracking System (IGA2B) Utilize the DAS Oregon Purchasing Information Network ( ORPIN) to streamline and standardize current IGA process with documents stored in ODOT’s FileNet System Creates an efficient and legally compliant system that satisfies the ODOT Procurement Office’s (OPO) and other Division’s IGA development, tracking, and information needs Current Projects - 8

Future Projects: 

20 Future Projects Right of Way “Going Forward” Traffic Drawings Project Delivery System Technical Services Content Management Rail Content Management Other Areas (Human Resources, etc)

Current FileNet Infrastructure: 

21 Current FileNet Infrastructure

PowerPoint Presentation: 

22 Enterprise Content Management Program “The Future of ODOT IT !"