1 EDMS 101 Speaker: Monica Crocker, DHS EDMS Coordinator Overview of current project(s) Objective of this section: This session outlines EDMS fundamentals. Topics covered include: EDMS terms and technologies; how to leverage metadata standards; how to address legal admissibility questions; how to ensure retention schedule compliance; how to implement a solution; and how to meet archival requirements.
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1 EDMS 101 Speaker: Monica Crocker, DHS EDMS Coordinator Overview of current project(s) Objective of this section: This session outlines EDMS fundamentals.
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Transcript
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EDMS 101 Speaker: Monica Crocker, DHS EDMS
Coordinator Overview of current project(s) Objective of this section:
This session outlines EDMS fundamentals. Topics covered include: EDMS terms and technologies; how to leverage metadata standards; how to address legal admissibility questions; how to ensure retention schedule compliance; how to implement a solution; and how to meet archival requirements.
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Definitions(see Attachment A)
Electronic Document Management Includes imaging and other electronic records, such as email, desktop productivity tools, shared folders, web publishing, etc.
Enterprise Content Management“the technologies used to create, capture, customize, deliver and manage enterprise content to support business processes”
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Records Mgmt and ECM
Records Mgmt Goal
Providing the right information to the right person at the right time at the lowest possible cost.
ECM Goal
Capture, manage, store, preserve and deliver content and documents related to org processes. Allow the mgmt of org’s unstructured info, wherever that info exists.
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Legality of EDMS Multiple Statutes: Uniform Electronic Transactions Act,
Best Evidence Act, Mn Statutes re: Gov’t records, Sarbanes-Oxley, Data Practices, HIPAA
Key to defensibility: consistency and documentation Electronic records offer greater accountability than paper Cost Justification can help address legal concerns
– Cost of non-compliance– Decreased cost of handing a discovery request – Cost savings of electronic or digital signatures
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The Role of Policy
Statute provides the RULES EDMS provides the TOOLS Policies, Standards and Guidelines is
where the two meet:– Records retention policies– Email policies/standards/guidelines– Official records standards– Scanning guidelines– Records Hold Guideline
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Technologies IncludedPage 1 of 2 (see Attachment B)
Imaging/Scanning Document Management (including import) Content Management Electronic Forms Web Content Management Workflow Character Recognition (ICR/OCR)
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Technologies IncludedPage 1 of 2 (see Attachment B)
– Complete BPM/BPR (see slides)– Define Functional Requirements (see slide)– Develop Solution (see slide)
Implement Solution (phased approach)
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Business Process Modeling/ Business Process Redesign
Complete Focus Statement Conduct Business Process Modeling Sessions “As is” diagrams, text and sample documents Subject Matter Experts review and approve Draft Design Document with Technical Team Draft “future” diagrams, text