Getting Real with Getting Real with Electronic Content Electronic Content

ManagementManagement

EDMS use at

Dakota County

Who is Using EDMS at Dakota County?

Department Application Community Corrections Case Related Documents Property Records Land Documents Employee Relations Personnel Documents Public Health WIC Case Related Documents Veterans Services Case Related Documents E&EA Intake Documents County Administration County Board Documents Financial Services Account Payable Invoices Treasurer-Auditor Cash Receipts and Reports ERM/COLD Over 1,000 Reports Sheriff Gun Permits, OFP’s Risk Management Insurance Claims County-Wide Contracts & Purchasing Documents Other Projects in development . . .

When Should We Use EDMS?• Large volume of documents that need to be

managed and easily retrieved• Documents must be shared among multiple

users, sometimes at the same time• Documents needed at several locations• Need to create or improve a backup process

for disaster recovery purposes• Need for greater control and security• Need to track disclosures (HIPAA) • Auditing and eDiscovery needs

When May EDMS Not Be Effective?

• Documents used by one person or a small group• There is no need for access by multiple users or

from multiple locations• Remote users do NOT have access to a computer• If the goal is merely to reduce the amount of paper

(EDMS may not be cost-effective)• If staff are resistant to the process, and are not

committed to making the necessary effort• If the documents are not easily categorized or

identified by a case #, property # or other ID (admin)

General Benefits of EDMS • Ability to organize related documents regardless of

format (images, Word documents, email, etc.)• Option to convert paper documents to electronic

images if needed• Access to electronic documents across the network

or via the web, for multiple users and locations• Disaster recovery protection via back-up of

electronic documents and mirrored disk images• Improved security through the ability to control

access to various types of documents, even down to a specific document or sensitive client

General Benefits of EDMS (continued)

• Guaranteed availability of records once they have been properly indexed into the system

• Faster retrieval and access to documents via software search capabilities

• Physical space savings through converting paper to electronic documents

• Flexible indexing and retrieval by multiple keywords – whereas a paper document can only be filed in one place at a time

• Use of automated workflow capabilities can improve the flow and efficiency of document-based processes

How Do Documents Get Into our OnBase EDMS System?

• Scanning• Importing (network location to OnBase)• Saving directly into OnBase• Email integration (save e-mail & attachments)• Bulk importing: Sweep from a directory;

Document Import Processor• Print to Onbase (print driver converts to .tif)• COLD/ERM Process

How Do Users Get Documents Out of the EDMS System?

• Search Screen (build your own search)• Custom Queries (pre-defined or “saved”

searches)• File Folders (graphic view of related

documents in format familiar to users)• Email notifications (can be set up to alert

users when certain documents, like reports, are available)

• External email (send a copy of a document)

General Goals in Working with EDMS

• If it starts out electronic, keep it electronic: importing preferred to scanning (how can we get this document in electronic format?)

• Integrate with existing systems as much as possible for indexing data; reduce keying

• Work with documents electronically as much as possible (two monitors)

• Print convenience copies only as necessary; then discard

Life of an EDMS Project• Project Evaluation (need Cost Benefit Analysis)• Project Planning (Statement of Work, Project

Plan, Team Members)• Business Process Analysis & Improvement• System Design (Identify document types &

keywords, define security, configure software)• Test Design Prototype • Staff Training• Production Implementation

Case Study: Public Health Client Cases

• Access to client documents from multiple clinic locations; not possible with paper files

• Improved service to clients through access to complete case information

• Documents are scanned and indexed faster than they could be manually filed; documents are quickly associated with the correct file

• Workflow improves staff efficiency• Better security & backup

Case Study: Economic Assistance Intake Process

• Paper application forms are scanned to begin the electronic process

• Application processing time has been reduced - documents that require less processing are expedited

• Manual batching & delivery of paper has been replaced by electronic routing to workflow “inboxes”

• All data needed by financial worker is collected on a single electronic form, replacing multiple notes & attachments

Case Study: Economic Assistance Intake Process (cont.)• One set of entry data indexes related

application documents, reducing keying time• All documents are available from one search• Records clerk notified to pull a paper case file

only if case already exists (50% time reduction)• Financial workers receive the research

information electronically for review prior to interview; faster assignment of application reducing client wait time

Case Study: COLD/ERM ReportsCOLD/ERM (Enterprise Report Management):• Process that captures report files and produces it as

an electronic document instead of a paper report• First eliminate unnecessary reports!• Over 1000 mainframe reports have been converted• Report printing, distribution by Operations down 40%• Report data is full-text searchable• No need for duplicate copies for disparate locations• Users view one copy of report, print pages as needed• Reports are backed up for disaster recovery• Auto scheduling with proper retention period applied

Lessons Learned• EDMS has many benefits that outweigh the difficulties

of conversion, but change is difficult for users• Users must be part of the system design process• Jobs and responsibilities will change; most perceive

these as positive changes after they get used to the new processes; build in process improvement

• Dual monitors can help users work effectively with electronic documents

• Training and communication essential throughout• Projects always take longer than you think!• More tools are becoming available (Sharepoint),

causing confusion and requiring careful evaluation

Sharepoint EDMS (OnBase)Personal Productivity Operational Efficiency

User-Driven (Ad hoc) Process Driven (bus. rules)Simple Workflow Complex Workflow

Business Content Transactional ContentUnstructured documents Process-related documentsLow Volume High VolumeProject Files (org. assets) Client, Case Files

Collaborative Controlled Free-form content Managed content, formsAccessible AuditableFlexible arrangement Enforced categorization

Information Sharing Information GovernanceDecentralized control Centralized ControlBroad Search (research) Targeted Search (accuracy)Project-based repository Repository of Record

Sharepoint vs. EDMS

Key Points

• Electronic documents are here to stay; not managing them is no longer an option

• You need the support of Senior Management• Do not automate bad processes – fix them first!• Measure the ‘before state’ so you can prove your

gains in productivity; users will tend to think it’s taking more time because it’s something new

• An integrated EDMS system provides the tools to effectively manage electronic records in multiple formats

Questions?