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EA Status of Document Management

The scope of the EA Domain Team for Document Management includes six core components:

  1. Electronic Document Management System (EDMS)
  2. Imaging
  3. Document Management
  4. E-Forms/Forms Processing
  5. Enterprise Report Management
  6. Workflow

1. Electronic Document Management System (EDMS)

Current State:

  • Current electronic document management systems do not utilize: single sign-on, single objects or version control.
  • There are multiple electronic document management systems within state government today; however, many agencies have not deployed any type of electronic document management solutions.
  • Standalone systems are administered by user agency without coordination across the enterprise.
  • There is a lack of awareness, participation, and training.

Future State:

  • An electronic document management system that is customizable, utilizes single sign-on, is scalable, meets user needs, and is easily accessible.
  • An electronic document management system that uses single objects, coordinated administration, version control, and concurrent licensing.
  • A standard set of technologies used across the enterprise for document management, imaging, workflow, e-forms, a forms process, and enterprise report management.
  • Business records are stored in the document management system.

Gap Analysis:

  • Identify the role EDMS has in Content Management.
  • Identify the requirements to search across the enterprise.
  • Create taxonomy (provide a structured way to search). This is critical to the success of EDMS and may require outside consulting.
  • Define the standard set of technologies used across the enterprise for document management, imaging, workflow, e-forms, forms processing, and enterprise report management.
  • Provide education at a high level across the enterprise.

2. Imaging

Current State:

  • There is limited access to high speed or distributed scanning which limits sharing of resources among the agencies.
  • Current electronic record guidelines exist but need to be updated.
  • Nonstandard image formats and compressions are being used.
  • Some images may not be suitable for business/legal use.

Future State:

  • Distributed imaging services supporting a set of standard image formats and compressions that are easily migrated.
  • Imaging processes that produce images suitable for business and legal use.

Gap Analysis:

  • Research alternative imaging formats.
  • Develop enterprise imaging standards and policies.
  • Establish procedures for managing enterprise licensing.
  • Define requirements for a shared imaging system (including licensing, hardware, a central location, and a portable solution for high speed scanning).
  • Develop checklist/plan/template for implementation.
  • Define requirements to provide imaging training.

3. Document Management

Current State:

  • There are limited document management functions across agencies which do not allow for searching across multiple repositories, leveraging an enterprise taxonomy, or viewing of documents (because the required software may not be installed).

Future State:

  • Common key elements that allow the ability to search across the enterprise.
  • Objects will be indexed to facilitate timely disposition in accordance with records management standards.

Gap Analysis:

  • Research and define how the system will be managed. (ie: who and how will documents that are used across the enterprise be stored in the system)
  • Research and identify software to view documents.
  • Define storage requirements & coordinate with Domain Team to implement a comprehensive storage solution.
  • Establish procedures for managing enterprise licensing.
  • Define requirements to provide document management training.

4. E-Forms/Forms Processing

Current State:

  • Do not have a standardized electronic forms solution.
  • Do not have standards for form distribution or storage.
  • Do not have field name conventions for forms.
  • Do not have a standardized workflow.
  • Existing forms do not support automated data capture.
  • There is limited electronic submission of forms, limited character recognition, and low level use of electronic signatures.

Future State:

  • Single form design allows for electronic submission and automated processing of paper forms.

Gap Analysis:

  • Develop a field name standard.
  • Research forms distribution methods.
  • Identify electronic signature solution.
  • Establish procedures for managing enterprise licensing.
  • Define the requirements for a centralized location for storage of forms.
  • Define requirements to provide forms training.
  • Redesign forms.

5. Enterprise Report Management

Current State:

  • Electronically generated reports are stored on a combination of COM, paper, and electronic systems (such as On-demand, Dispatch).
  • These reports are not readily accessible. Some of the technologies are becoming obsolete, the viewing technology is outdated, and the information may not be reusable or easily migrated.

Future State:

  • Electronically generated reports are only stored in the document management system.

Gap Analysis:

  • Define requirements
  • Evaluate currently implemented solutions
  • Research new solutions and recommend an enterprise solution.

6. Workflow

Current State:

  • Limited deployment.
  • Limited ability to route within a department.
  • Limited integration with business applications.
  • Existing policies restrict full implementation.

Future State:

  • Work object are routed seamlessly among agencies and users.
  • Work objects are processed concurrently.
  • Integrated business applications allow for efficient completion of work objects.

Gap Analysis:

  • Business processes must be defined.
  • Define the requirements for workflow training and business process charting trainings
  • Modify policies to promote implementation of workflows when applicable.
  • Establish procedures for managing enterprise licensing.

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