Electronic Records Management Kelly Popp What is Document

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Electronic Records Management Kelly Popp

Electronic Records Management Kelly Popp

What is Document Management? u Document Management technology manages digital documents u May have

What is Document Management? u Document Management technology manages digital documents u May have many components Electronic Document Management l Content Management l Document Workflow l E-mail Management l Web Content Management l

What is Records Management? u A bookkeeping system that accounts for documents that a

What is Records Management? u A bookkeeping system that accounts for documents that a business is required to keep u The system keeps the records according to defined business rules Retention l Disposal l

What Problems Does Document Management Address? Capture of Electronically Created Files Replaces redundant network

What Problems Does Document Management Address? Capture of Electronically Created Files Replaces redundant network storage u Makes sharing documents easier u Allows for business workflow tasks u Document owner creates task for managing documents l System manages documents by these rules l

What Problems Does Document Management Address? Capture of Electronically Created Files u Documents can

What Problems Does Document Management Address? Capture of Electronically Created Files u Documents can be used by other systems GIS l Web portals l Other l

Records Issues u Records version(s) l u What version should we use? Document versions

Records Issues u Records version(s) l u What version should we use? Document versions identified AP Approved current version l SU Superceded last version l

Records Issues u DM solves the problem of multiple copies of same info (different

Records Issues u DM solves the problem of multiple copies of same info (different office, locations, etc. ) – a records nightmare u Document destruction controlled and semi-automated (RM best practices)

ERMS

ERMS

Full Client

Full Client

Document Query List

Document Query List

Spicer Imagination

Spicer Imagination

Markup

Markup

View. One Web Viewer

View. One Web Viewer

Filmstrip View

Filmstrip View

Portal Architecture

Portal Architecture

Photos Web

Photos Web

Collections List

Collections List

Hitlist

Hitlist

Lightbox

Lightbox

Search Tool

Search Tool

HR Web u Create folders from data u Set security based on user u

HR Web u Create folders from data u Set security based on user u Get security settings from HR system u Build documents from data feed u. Index and store documents from data feed

Logon Screen

Logon Screen

Search Tool

Search Tool

Hitlist

Hitlist

Structure Inventory Analysis (SIA) Process Paper Process – 20 K documents per year 1.

Structure Inventory Analysis (SIA) Process Paper Process – 20 K documents per year 1. Sort 20 K documents 2. Enter data in database 3. Scan 20 K documents 4. Enter 20 K documents in document system

Structure Inventory Analysis (SIA) Process Paper Process – 20 K documents per year 5.

Structure Inventory Analysis (SIA) Process Paper Process – 20 K documents per year 5. Quality Review 6. Approve 7. Store

Structure Inventory Analysis (SIA) Process Computer Process 1. HTTP Form filled by City/County 2.

Structure Inventory Analysis (SIA) Process Computer Process 1. HTTP Form filled by City/County 2. Data goes directly to database 3. Query run on database (monthly) 4. SIA Application Runs

Structure Inventory Analysis (SIA) Process Computer Process 5. XML data copied into PDF template

Structure Inventory Analysis (SIA) Process Computer Process 5. XML data copied into PDF template 6. Document created, indexed, approved and stored – available for all to view

What’s in ERMS? u 3. 3 million document pages u 850, 000 Plan sheets

What’s in ERMS? u 3. 3 million document pages u 850, 000 Plan sheets u 500, 000 Bridge maintenance records u 600, 000 Vouchers u 170, 000 Communication records u 140, 000 Environmental records u 50, 000 Permits u 22, 000 Agreements

Future for ERMS? u Integration with Systems Legal l Motor Vehicle l Forms Management

Future for ERMS? u Integration with Systems Legal l Motor Vehicle l Forms Management l E-mail l u Full text search u Public access Web Portals

Kelly Popp Electronic Records Management Kelly. Popp@dot. iowa. gov 515. 239. 1295

Kelly Popp Electronic Records Management Kelly. Popp@dot. iowa. gov 515. 239. 1295

Allen ISD Records Management Records Management Records managementAllen ISD Records Management Records Management Records management
Records Management Kristi Little Records Management Officer RecordsRecords Management Kristi Little Records Management Officer Records
Electronic Medical Records Electronic Medical Records Can HelpElectronic Medical Records Electronic Medical Records Can Help
Electronic Health Records HCS483 Introduction Electronic Health RecordsElectronic Health Records HCS483 Introduction Electronic Health Records
RECORDS MANAGEMENT TO ELECTRONIC RECORDS MANAGEMENT Turn andRECORDS MANAGEMENT TO ELECTRONIC RECORDS MANAGEMENT Turn and
Kelly Hoppen History Kelly Hoppen Born Kelly ElaineKelly Hoppen History Kelly Hoppen Born Kelly Elaine
Office of Open Records Management and Electronic RecordsOffice of Open Records Management and Electronic Records
Office of Open Records Management and Electronic RecordsOffice of Open Records Management and Electronic Records
RECORDS MANAGEMENT ELECTRONIC RECORDS EDISCOVERY 2007 Massachusetts DigitalRECORDS MANAGEMENT ELECTRONIC RECORDS EDISCOVERY 2007 Massachusetts Digital
Document A Document B Document C Document DDocument A Document B Document C Document D
Document A Document B Document C Document DDocument A Document B Document C Document D
Document 1 Document 2 Document 3 Document 4Document 1 Document 2 Document 3 Document 4
Records An overview of practice Records What recordsRecords An overview of practice Records What records
Electronic Document and Records Management Systems EDRMS DrElectronic Document and Records Management Systems EDRMS Dr
Electronic Document and Records Management Systems EDRMS DrElectronic Document and Records Management Systems EDRMS Dr
Electronic Document and Records Management with EDC OnlyElectronic Document and Records Management with EDC Only
The Construction of Electronic Document and Records ManagementThe Construction of Electronic Document and Records Management
Electronic Messaging Electronic Records Management 1 1302022 MessagingElectronic Messaging Electronic Records Management 1 1302022 Messaging
Interaction of Electronic Health Records and Vital RecordsInteraction of Electronic Health Records and Vital Records
What about electronic records Kaizers Orchestra Petroleum RecordsWhat about electronic records Kaizers Orchestra Petroleum Records
Electronic Health Records Personal Health Records Health InformationElectronic Health Records Personal Health Records Health Information
The Electronic Records Archives ERA Records Administration ConferenceThe Electronic Records Archives ERA Records Administration Conference
UTEP Records Management Records Management Mission Statement TheUTEP Records Management Records Management Mission Statement The
Welcome Records Management Network July 2018 Records ManagementWelcome Records Management Network July 2018 Records Management