ODOTs Enterprise Content Management Program

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ODOTs Enterprise Content Management Program

• CIO Council April 3, 2007

Ben Berry, CIO ODOT
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New Storage ChallengePetabytes of Content
Content-centric
Information Technology Waves
Network-centric
PC-centric
Systems-centric
1970
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2010
2020
2030
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Enterprise Content Management (ECM)
Background/Purpose
What Is It?

• 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
  

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What is Fixed Content?

• Electronic Documents
• Contracts, Claims, Financial Spreadsheets
• Email, Attachments and Presentations
• CAD/CAM designs

• 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

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Background
Background/Purpose

• 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
  

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ECM Benefits for ODOT
Background/Purpose

• 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

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ECM Benefits for ODOT cont.
Background/Purpose

• 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

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ECM Program Goals
Background/Purpose

• 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.
  

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Current Projects

• Oregon Bridge Delivery Partners 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

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Oregon Bridge Delivery Partners
Current Projects - 1

• 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

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ECM Architecture / Governance
Current Projects - 2

• 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

"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)
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Right of Way Data Management
Current Projects - 3

• 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

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Digital Signature Project
Current Projects - 4

• 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
  

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Email Content Management
Current Projects - 5

• 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

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Conceptual Architecture Strategy Map
Enterprise Email Archive and ECM
Employees
Automatic Pull
DoD 5015.2-STD Compliant
DoD 5015.2-STD Compliant
Note ODOT uses FileNets Email Manager Module
for Enterprise Content Management.
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Engineering Data Management
Current Projects - 6

• 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

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Real ID
Current Projects - 7

• 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

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Intergovernmental Agreement Tracking System
(IGA2B)
Current Projects - 8

• Utilize the DAS Oregon Purchasing Information
  Network (ORPIN) to streamline and standardize
  current IGA process with documents stored in
  ODOTs FileNet System
• Creates an efficient and legally compliant system
  that satisfies the ODOT Procurement Offices
  (OPO) and other Divisions IGA development,
  tracking, and information needs

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Future Projects

• Right of Way Going Forward
• Traffic Drawings
• Project Delivery System
• Technical Services Content Management
• Rail Content Management
• Other Areas (Human Resources, etc)

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Current FileNet Infrastructure
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Enterprise Content Management Program
The Future of ODOT IT!"