Electronic Document Management Systems will be designed for efficiency and reusability.
- Seamless workflow across applications and agencies
- Ability to reduce information capture processing time
- Automation of standard actions will reduce labor intensive activities and allow for more productive use of time
- Delivery of services to customers with a minimum number of steps/actions/processes
- Reduce Total Cost of Ownership by minimizing customization, standardizing on a single object store, and sharing costs for licenses, resources, maintenance, and service.
- Will require participation and partnership between and among agencies investing in document management
- Centralized administration
- Re-engineering of business processes
- Potential refocusing of employees' job functions
- A methodology must be developed to determine whether a business process would be included in an electronic document management system
- Provide education to be able to make informed decisions when deploying document management technologies
- Centralized administration results in loss of local control
- Cost for meeting an individual agency business needs may be higher when leveraging enterprise level solutions
Electronic Document Management Systems will support E-services standards of the enterprise.
- Reduces consumer confusion
- Consistent image of state government
- Easy to develop and deploy fixed forms
- Enhances access to services
- Automated processing of electronic documents
- Need for compatible technologies
- Consensus based decision making process
- Communication and coordination will be critical for success
- Standardization will be clearly defined by E?services function
- Adherence to state standards for ADA & compliancy requirements
- E-forms and e-signatures are available to the user
- E-services standards may limit functionality.
- E-services standards may be resource prohibitive at an agency level
Electronic Document Management System solutions must address record retention requirements.
- Simplifies compliance
- Enables efficient & complete destruction
- Improves access
- Minimizes risk
- Reduces resources
- Reduces selective destruction
- May acquire additional retention software
- Develop a process
- Develop an automated process to adhere to record retention standards
- Provide an audit trail of retention process
- Retention can be managed manually.
- Archivist is not able to use documents in an electronic format
Electronic Document Management Systems will support business continuity.
- Easier duplication and disbursement
- Single document can be used by multiple people
- Information can be accessed remotely
- Retain quality of a record
- Consistency in access methods
- Provides audit trail to meet legal requirements
- Simplifies disaster recovery process by using electronic documents
- Enterprise recovery plan is in place
- Supporting infrastructure must be available
- Human resources must be available
- Critical documents are identified and prioritized
- Disaster recovery training must be provided
- When the infrastructure is unavailable, paper and microfilm are the only solutions
- Need to retain paper or microfilm for certain document types