Rich Grudman Program Administrator 10/9/08 How we did it: Enterprise Content Management at the County of San Diego Rich Grudman Program Administrator 10/9/08

Managing Records is important but… We just save everything Too busy to deal with Records Management We don’t know what to do with it It cost more to destroy boxes than to store them

Records, Records everywhere… 175,000 boxes at Iron Mountain 99,000 boxes with no destruction date 17,000 boxes stored past destruction date Unknown content Storage reports to Depts. were outdated More Stored On-Site

But wait there’s more… 24% of Departments had retention schedules Records staff were retired or on the way out Limited communication tools Reactionary model No consistent tracking method

E.D.M.S. Program Electronic Document Management was separate Little connection with Records program System was not certified as “Trusted”

Then came the change… Executive Legal Records Technical

The Risks… Tracking data Retrieving data Damaged/Lost data Controlling Costs Preserving Evidence

What an ECM Program does… Guides departments Provides infrastructure Markets and cheerleads the program

How we did it… Staffing Philosophy Mission Definitions Countywide policies Technology Communication/Education Motivation

Staffing 6 new staff were hired including: Program Administrator Project Manager –Electronic Document Management County Records Manager 2 Records Coordinators Office support

Philosophy Be proactive Communicate from top-down Get executive buy-in Eliminate surprises Provide excellent customer service

Mission To provide assistance to County departments with managing content (both physical and electronic) while working towards reducing the amount of paper stored countywide

Definitions Document is any authored content (Paper, Email, Word, Excel, HTML, Text etc…) that reflects County business Official Record is a document that memorializes an official public transaction and needs to be kept for a defined period of time Public Record = Document Not all Documents are Official Records

Policies Records policy re-write 3 new related policies Updated definitions Documents and official records Standards for retention policies Electronic content standard 3 new related policies Email and verbal communications County data/information security The Public Records Act

Technology Intranet website Enterprise records tracking system Email Training Video

Communication/Education Intranet website “House Calls” Records Management workgroup Quarterly storage reports Tip of the Month Training Video Electronic Document Mgmt user group Electronic Document Mgmt guidance Annual Audit

Motivation Records Services does not charge Raised awareness of Risks Yearly incentive program goals

Results so far… Offsite Boxes stored Reduction Total number of boxes in storage 13% Boxes stored Past their Destruction Date 65% Boxes stored with No Destruction Date 100% 100% approved retention schedules New mindset –More than a project

Documentum What is it? Configurable software tool with several modules Used to manage unstructured data Indifferent to format (Word, Excel, PowerPoint, Access, scanned documents, digital photos, etc.)

Documentum- Five Uses Enterprise Content Management Web Content Management & Publishing Non-I.T. employees can manage their own Web pages Enterprise Content Management Our electronic document library Digital Asset Management Multi-Media Capacity Collaboration Electronic & virtual communication and information sharing Records Management Compliance Automated retention & destruction to manage data storage

Enterprise Content Management Foundation module Check-in, check-out, version & life cycle control and workflow Used to: Replace repetitive paperwork that is constantly retrieved and re-filed Prevent data loss/damage

Web Content Management Allows non-IT staff to manage web pages through the use of templates Users can “subscribe” to a document

Records Management Tracks records retention and destruction Retain, remove or destroy with defined retention policies Automatic notifications for destruction Knows where records live Reduces risks of tracking/ retrieving data

Digital Asset Management Offers management for digital media (digital photos, CDs, etc.) Used for: Version Rendering (tiff, gif, mpeg, image size)

What about Scanning? Scanning projects are separate yet ancillary Go-Forward vs. Back-Scanning Many projects include both

Projects In Production CAO - Admin Manual DHR - On line Job Applications DHR - Certified resume Distribution DEH/DPLU - Inspection Automation DPW - Survey Records System HHSA - Web Based Program Guides HHSA - CalWin HHSA -AIS P&C - Contract Management County Counsel - Confidential/ Personnel Records COB - Cyberdocs replacement MPR - Digital Photo rendering Countywide -Web Content Management Put “Project in work” tracking sheet behind this

Questions?