e Documents Electronic Document Management System EDMS Project

e. Documents Electronic Document Management System (EDMS) Project Update – Rick Kauzlarich State Right of Way Chief 03/10/2005

Agenda Introduction Definitions Project Discussion - e. Documents Demonstration Questions and Answers Software & Infrastructure Cost Project Summary Closing Discussion

ROWDy. S (Right of Way Delivery System) On-line Permitting Project Management Document Management Regulation development

Typical Office Tasks 90% still revolve around gathering and distributing paper 15% of all paper handled is lost, 30% of our time is used trying to find these lost documents. 1999 study by the Delphi Financial Group

Trends in Documents Produced Xplor International, Electronic Documents System Association

e. Documents - Pilot Project Vision To deliver an easy to use, highly scalable, searchable repository for DOT documents and records Integrates with existing applications (Word, Excel, Auto. CAD, etc. , ) and promotes sharing of information while reducing duplication and loss Supports the day to day workflows of AKDOT staff.

Definitions Document Management: the systems and strategies for the efficient storage, retrieval and management of electronic documents Imaging (Document & Data Capture): the process of converting “hard-copy” into an electronic format Content Management: a system to track information (web content, electronic documents, etc) Metadata: data that addresses the content of a given document

Management of Documents Information systems that use the document as the center Documents becomes the focus – not the application that created it.

e. Documents Manages Workflow

State Evaluation Group Administration Community & Economic Development Corrections DOT&PF Education & Early Development Enterprise Technology Services Fish & Game Public Safety Revenue

Recommended Standards Content Management – Stellent Imaging Management – Stellent Document / Data Capture – Kofax Ascent Capture Image Scanners – Fujitsu, Canon (midvolume 50 -100 pgs/min) and Kodak, Bell & Howell, Fujitsu (high-volume 100+ pgs/min) 09 -2004 Final Business Case for Document / Image / Content

e. Documents Components 35 concurrent licenses on pilot system Test Servers (Back-up system needed) (Enterprise storage needed) Metadata and Security High speed Scanner Workflow example Appraisal Reports and Appraisal Review

Where we are today Pilot Project Hardware and Software Installed Test Servers: EDMS, Refinery, Database, Scanning, Storage Application Software: Stellent, Kofax (with custom scripts for Stellent), Adobe, MS SQL Scanning Workstation and Fujitsu Scanner Security Model designed and implemented Developed in conjunction with other AK Departments Metadata Model designed and implemented Developed in conjunction with other AK Departments

Current Status 800+ Northern Region Airport Documents Scanned, Indexed and Checked into the System. ROW Hwy Project in the process of scanning, indexing and loading into e. Documents Developing workflow and implementation for Appraisal Reports and Appraisal Report Review Fee Appraisers will upload documents into the system

Security Leverages State LDAP Directory - internal Supports Integration with My. Alaska – external Supports All Stellent Implementations Fine Grain Control Within Departments External to Department for Sharing Supports Public Access Supports Thousands of Users Consistent with Best Practices 01 -2005 Stellent Security and Metadata Models by State Content/Document Management Users Group

Metadata Supports All Stellent Implementations Facilitates Inter-Department Document Sharing & Collaboration Supports Industry Standards Defines Core Metadata Elements Supports Extension for Departmental Needs Can be Adjusted to Fit Specific Needs 01 -2005 Stellent Security and Metadata Models by State Content/Document Management Users Group

Information / Metadata Capture Web form Check file into system Scanning software reads metadata Forms can be as simple or complex as needed Info is captured in database

Metadata / Web Form

Demonstration: e. Documents Web Access to the system Login with your existing State desktop username and password Search the repository for documents Metadata only Search Full Text & Metadata Search Electronic Document Desktop Check-in

Other EDMS Division of Personnel Grievance System – Stellent based Incorporates a form-based document architecture Permanent Fund Kofax Ascent Capture to scan, quality control, and store images for 650, 000 paper applications Automated document forms recognition State Recorder’s Office Scan, capture and store data for 250, 000 multipage documents

What can I do with e. Documents? Load, share, and distribute documents in their native format (Word, Excel, Auto. CAD, etc) Or convert to allow “read only” i. e. , PDF Collaborate with others to create a document Extract information on forms Contribute content using Web browser Use “drag and drop” Search and retrieve documents Document editing and approval via automated workflows with email based notifications

How does EDMS deliver projects? Documents & information easily shared Documents are indexed allowing Staff / Contractors to find access Information flows between DOT working groups Enables the automation of day to day work tasks, review and approval Facilitates collaboration on project information / development Remove barriers to access of information & documents

Operation Model for e. Documents Use the successful ROWDy. S model Statewide distribution of software and hardware environment Regional administration of data and system utilization – Regions to create their own workflows Metadata design and Security managed through a DOT working group – liaison with other AK departments

What is the legality of e. Documents? Complies with a variety of laws and regulations Do. D 5015. 2 Certification for Records Management Ability to classify any document as a record – including emails, draft policies, manuals, etc Document can be “locked” or revisions can be tracked “Records Management Module” allows for the archiving of documents Also records the physical location of the documents

What we need moving forward Production grade hardware and software Data base servers Back-up and recovery Enterprise class storage System Management and Support Staffing – Contract or Staff Use the system capabilities Workflow Project Collaboration WEB Content Publishing Scanning and Document Management

Pilot Project to Production Level $265, 000 per Region Hardware – Blade Servers $100, 000 • Clustered database servers • Document refineries • Backup and Recovery Enterprise Class Storage $65, 000 • 1. 5 terabyte (1, 536 gigabytes) Servers Software & Licenses $100, 000 • Associate licenses to servers • Adobe & Kofax software Annual Maintenance $55, 000 per Region

e. Documents Manages Info

Project Summary The system allows access to information and content on a statewide basis; enhancing productivity and communication Supports integration with GIS - new and existing applications – or as systems are developed e. Documents is designed to provide DOT with advanced content management capabilities: workflow, collaboration tasks, tracking and scheduling

For more information Rick Kauzlarich Alaska DOT&PF State Right of Way Chief rick_kauzlarich@dot. state. ak. us 1 -907 -465 -6962 / 1 -800 -467 -6955 http: //www. dot. state. ak. us/stwddes/updocs/rowppt/dot_edmsproj_update. ppt