The National Park Service

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• The National Park Service
• and
• National Park System
• August 31st, 2004

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• the National Park Service cares for 384
  National Parks in 49 states, the District of
  Columbia, Guam, American Samoa, Puerto Rico the
  Virgin Islands...

Salem Maritime National Historic Site, MA
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The Hardware Behind I-Records
OCR Server App Server Oracle IBM Records Manager Internet Server IBM Content Manager Image Storage
of processors 2 4 1 2 2 2
processor Type XEON XEON XEON XEON XEON XEON
processor speed 2GHz 1.9GHz 1GHz 1.9GHz 1.9GHz 500MHz
memory 2GB 3.4GB 1GB 2GB 2GB 1GB
drive and storage 34GB 300GB 75GB 30GB 75GB 500GB
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• Requirements Met
• Indexing scheme and metadata templates for
  various types of electronic documents
• Ability to scan an image
• OCR (black white only)
• Full-text indexing and search capability
• Sensitive classification of documents
• Redaction and mark-up capability
• Ability to generate reports
• Check-out check-in of documents with versioning
• Routing and messaging

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Scorecard Averages as of 3/26/2004 Scorecard Averages as of 3/26/2004 Scorecard Averages as of 3/26/2004 Scorecard Averages as of 3/26/2004 Scorecard Averages as of 3/26/2004 Scorecard Averages as of 3/26/2004 Scorecard Averages as of 3/26/2004
feature category value ease of use Perform-ance Effective-ness Reliab-ility
input B D C C C
organize B C C B C
update modify B C B B B
collaborate B C B B B
output B C B B C
other B D D C C
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• Expectations Not Met
• Lack of email integration
• Very unfriendly interface
• Not consistent with Windows standards
• Back-end database stored in flat structure
• Oracle 9i client required on each workstation
• Poor web client functionality
• Milestones missed at no fault of NPS
• Too timely or costly to customize/fix
  shortcomings
• Not ADA compliant
• and more

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• Lessons Learned
• Have vendor show you how it works with your
  records
• Technology implementers should not be advisors.
  Someone other than the implementer should gather
  requirements.
• Add specific performance requirements to the
  contract i.e. user must be able to declare a
  record from the email app in xx seconds or less
  and a max of xx mouse clicks.
• Understanding business processes, reengineering
  those processes for an electronic environment,
  and determining document and information
  workflows are key to success.

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• Lessons Learned Continued
• Project schedule was too short for a project of
  this scope and size. Requirements gathering and
  planning, done correctly, require a significant
  investment of time.
• Users expect an ECM system to be as easy to use
  as email
• Require that the product can be installed on
  desktops automatically (some products use no more
  than a web browser on the client)
• Product architecture should allow for easy
  product modifications (HighView does not)

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• Next Steps
• Gather integrated project team
• Project management approach is key
• Determine strategy and scope
• Plan for business process assessment, electronic
  records assessment and requirements study
• Gather requirements
• Test potential products using your data
• Funding

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• Edie Ramey, Chief DSC Information Management,
  DSC/NPS
• phone [phone]
• email edie_ramey_at_nps.gov
• Bruce Littlehorn, Project Manager, Quality
  Technology Inc.
• phone [phone]
• email bruce_littlehorn_at_contractor.nps.gov
• Jannette Wesley, Technical Information
  Specialist, DSC/NPS
• phone [phone]
• email jannette_wesley_at_nps.gov

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• The National Park Service cares for special
  places saved by the American people so that all
  may experience our heritage.