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Government and ECM Planning
Situation
State, County, Local and Education agencies have significant challenges with their paper and electronic, content management systems (CMS). Duplicate copies and version of documents can be found in email, vault, portal, shared drive, hand-held device, paper, and microform storage areas. These fragmented systems cause inconsistent document indexing, version control, security, routing, workflow, retention and disposition; impact efficiency and customer service; and put agencies at risk of not meeting operational, litigation and public disclosure requirements.
Planning for ECM
Before a State, County, Local or Education agency selects an ECM vendor there is a significant amount of pre-planning work that is mandatory to help ensure a successful system. This work includes, development of an ECM:
- enterprise wide plan,
- vendor cost analysis,
- return on investment assessment,
- application design - to identify requirements previous to vendor selection,
- workflow mapping and process improvement - LEAN, Six Sigma, BPM, CPI,
- change management plan,
- RFQ/RFP to affirm software vendor and select integration vendor,
- vendor demonstration evaluation plan - integrator and software company, typical different companies,
- RIM (records information management) program review and development,
- update of content retention/ disposition schedules, and
- development of Information Governance (IG) policies and procedures.
To help ensure a successful system, it is important that the above planning work is conducted previous to:
- budgeting - to confirm the correct level of funding is established for the project and an enterprise level plan is established,
- vendor selection - to make sure the design of the system is based upon the needs of the organization, not the product or tool set being offered,
- contacting - to allow for detailed application requirements and the vendor responses, as to how they will fulfill these requirements, can be attached to the vendor contract.
CRE8 Independent Consultants
CRE8 provides electronic content management, workflow and electronic records management technology planning services. As independent consultants CRE8 does not represent or resell technologies, instead we work directly for our clients (end user organizations). This approach allows CRE8 to provide an independent voice regarding the applicability of technologies, development of a strategic plan, standards, process designs, application designs, IG RIM record management plans, and vendor/integrator evaluation.
CRE8 Articles and White Papers
- Why ECM Systems Fail. Read Article
- Why the Inefficiencies, Challenges and Risks of Using Shared Network Drives and Email for ECM Is Unacceptable. Read Article
- The Problem with SharePoint for Document Strategy Forum. Read Article
- CRE8 Paperless Technology and Process Improvement White Paper - This paper discusses: reasons, we at CRE8 Independent Consultants, believe are responsible for the delayed or incorrect implementation of paperless technologies and how the process of paperless technology planning, budget, implementation, and measurement can be improved through use of process improvement methods such as Continuous Process Improvement, Business Process Management, Re-engineering, LEAN, and Six Sigma. Read White Paper
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