Executive Sponsor: Tom Church, Cabinet Secretary NM Department of Transportation (NMDOT) Document Imaging Implementation and Content Migration Executive Sponsor: Tom Church, Cabinet Secretary Business Owners: David Coriz, NMDOT Records Management Bruce Oakeley, NMDOT Deputy CIO IT Records Management Division Document Conversion – EDMS System Project Certification for Implementation August 27, 2014

Overview Project Goals: 1) Replace an obsolete document management solution with modern document imaging technology that NMDOT can expand on for many years. 2) Migrate the current data to a new repository. Business Problem: The current document imaging system (IBM FileNet) is 13+ years old and NMDOT has been having some major problems with the software. The current, outdated system has 4+ terabytes of vital records that need to be preserved for many years to come. Desired Outcomes: Continue to certify electronic content as official Public Records: Improve service delivery to constituents Improve productivity Achieve cost savings Reduce risks associated with paper records. Certification Request: Approval of Implementation Phase for this project, and certification of the remaining $491,758 of funding required.

Electronic Data Management Solutions (EDMS) provide opportunities to: Business Opportunity Electronic Data Management Solutions (EDMS) provide opportunities to: Provide better, faster, expanded services to constituents Deploy e-Government and “paperless” solutions Reduce costs, streamline processes, improve productivity Automatically control compliance and risk factors Provide audit and security to meet mandated requirements Assess and improve records retention programs Collaborate with the State’s Multi-Agency initiative.

NMDOT expects significant savings in: Cost Savings NMDOT expects significant savings in: COM systems hardware and maintenance expenses Microfilm media expenses Microfilm hardware maintenance expenses Distribution expenses for COM and microfiche output Microfiche/microfilm reproduction expenses Storage space Labor for key entry, filing, and manual retrieval Report reproduction and distribution (avoiding millions of dollars in paper, toner and ink costs).

Risks of Keeping the Status Quo Costs of printing documents that originate in electronic format Costs of maintaining NMDOT Official Public Records in paper Cost of locating records Physical storage costs Legal costs File maintenance labor costs Vital data loss for maintaining on outdated hardware/software Security risks Poor environmental conditions at current, off-site storage facility.

Major Deliverables by Project Phase Duration Major Deliverables   Initiate 4 weeks Communication Plan. Escalation Plan. Timeline Schedule. Project collaboration Analyze 5 weeks Enterprise Foundation Definition document. Functional Requirements Document. Technical Architecture Document. Solution Design Document Build| Hardware installation   1 week Install infrastructure hardware components. Installed storage infrastructure. Install virtualization and Operating System Software components. Build | Software Installation 2 weeks Documentum Platform Bundle Install. Out-of-the-box Documentum software install. Build | Development   7 weeks Configure Documentum environment with taxonomy and library services. Configure retention policies. Migrate content from FileNet Imaging Services to Documentum. Migration of COLD data. Utility to ingest content from Fileshare. Updated Kofax release scripts to export to Documentum. Build | Test Completion of System Test Scripts procedure. Defect list tracking reports for User Acceptance Testing (UAT). Execution of User Acceptance Testing (UAT). Train 1 week Completed Training. Quick Reference Guide. System as-built documentation Deploy System Roll Out, Document and FileNet to run in parallel to monitor data integrity. Close Project Review Meeting. Project Archival Activities. Follow-up Activities.

Project Budget Description FY14 FY15 FY16 FY17 & After Software   Description FY14 FY15 FY16 FY17 & After Software Licenses $747,370 Consulting Services System Implementation $301,580 $146,936 Training On-Site $25,872 Total $1,048,950 $172,808

Annual Maintenance Budget   Description FY14 FY15 FY16 FY17 & After Hardware Servers 20,000 Software Annual Maintenance 134,220 Total $154,220 

NMDOT Document Imaging Implementation and Content Migration Questions?