Bluetooth, Blackberry's and other colors of Technology

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Bluetooth, Blackberry's and other colors of
Technology

• DOCUMENT MANAGEMENT
• Mike Taylor
• Florida League of Cities
• October 12, 2006

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Document Management Scenario

• A Commissioner or your City Manager comes to your
  office and is requesting all minutes, ordinances,
  resolutions about a project that has spanned
  multiple years. And then.

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Disaster!!!
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Disaster!!!
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Disaster!!!
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Disaster!!!
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Document Management Scenario

• No Document Management System
• Weeks/Months recovering lost/damaged files
• Possibility of total destruction of documents
• Days/Weeks of searching through files
• Re-Filing

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Document Management Scenario

• With Document Management System
• Recover system easily using backups NO LOST OR
  DAMAGED RECORDS
• Type in search term, all results appear within
  seconds
• No Re-Filing
• Distribute via email, paper, CD

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Document Imaging

• Ability to capture, store, retrieve documents in
  a digital format
• Safeguarding/Backup only
• Often not part of Records Management Plan

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Document Management

• A systematic method for storing locating, and
  managing records through the entire records life
  cycle.
• Key characteristics
• Ability to manage information
• Distribute the information
• Secure access
• Multiple access to files

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Document Management Technology
Alchemy
OnBase
Optiview
Laserfiche
FileNet
Bottom Line - Choose what works best for the City!
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Document Management Technology

• Imaging Devices Scanners
• Flatbed
• Sheet Fed
• Hybrid
• Large Format

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Document Management Plan

• Document Management Plan addresses the following
• Storage
• Filing
• Retrieval
• Security
• Archival
• Retention
• Distribution

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Why Document Management?

• Easy retrieval of documents
• Reduction of time and costs
• Storage
• Multiple user access
• Document security

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Why Document Management?

• Compliance with records requirements
• Easily respond to records requests
• Searching capabilities
• Document protection

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Superior Searching Capabilities

• Indexing
• Optical Character Recognition (OCR)
• Search results come up in seconds
• Easily distribute search results
• Allows users to find information without
  continually asking City Clerk!

• Bottom Line Saves time and resources!

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Protection from Disaster

• Hurricanes arent our only threats!
• Fire
• Tornado
• Mis-Filing/Loss of document

Storms deluge collapses roof in Apopka Orlando
Sentinel
Two Iron Mountain facilities hit by fire The
facilities, in London and Ottawa, held public and
private archives Computerworld
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8 Steps to a Successful Document Management
Program

• Generate Excitement
• Teamwork
• Research
• PLAN, PLAN, PLANthen plan some more

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8 Steps to a Successful Document Management
Program

• Resources
• Policies and Procedures
• Training
• Celebrate

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Where do we go from here?

• We have discussed
• Definitions
• Technology
• Why Document Management?
• Components of a Document Management Plan
• 8 Steps to a Successful Program

What about Email???