city of belleuve sharepoint as ecm platform with gimmal compliance

Building our ECM Platform with SharePointCity of Bellevue, Washington

Kyle Stannert - Assistant Director / Public Records ManagerCity Clerk’s Office

City of Bellevue – Our ECM Platform with SharePoint and Gimmal

SharePoint as our ECM Platform

SharePoint as ECM includes standards for:

• Department Communication Sites

• Team Collaboration Sites• Project Collaboration Sites• Content Management

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Sample ECM Core Team Decision Framework – Planning Stage


SharePoint as our ECM PlatformM

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User Saves Item in SharePoint

Required Metadata Confirmed

Final?

Sent to SharePoint

Records Center / Gimmal

Compliance Suite

ECM Staff Quality Control

Yes Disposition

Annual Usage Audit

No

SharePoint as ECM PlatformM

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Final?

Sent to SharePoint


Compliance Suite


Yes Disposition

Annual Usage Audit

No


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Document NameDocument Title

Author




Final?

Sent to SharePoint


Compliance Suite


Yes Disposition

Annual Usage Audit

No


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Once a file has been sent to the Records Center, the icon in a SP library changes.

If a user clicks on the file to view it, they receive a message with a link to the record.




Final?

Sent to SharePoint


Compliance Suite


Yes Disposition

Annual Usage Audit

No


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Libraries for our Records.

Organized by Function just as our retention

schedule is.




Final?

Sent to SharePoint


Compliance Suite


Yes Disposition

Annual Usage Audit

No


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• One system to support: streamlined approach for ECM Team

• End users embracing SharePoint as the centralized document and records repository for unstructured content

• Improved search and access for staff, and improved process for compliance holds (litigation & public records requests)

• Consistent application of records retention policy across multiple platforms and formats (email, physical records, ECM content)

• Reduced operating costs.

ECM Program Benefits


ECM Strategy – Why SharePoint?

Estimated to achieve savings of $2M over 10 years

Oracle ECM Approach (2004-12) SharePoint ECM Approach (2013 ->)• Multiple components implemented between 2007 – 2012• 2012 budgeted components include:

Records Retention Module Integration with SharePoint

• Vendor approach will require investment in new Oracle hardware and contracted support of $50k+ / year by 2015

• Originally released as a collaborative tool with no ECM capability

• Now emerging as an ECM solution with some remaining functionality gaps

• Better fits within existing IT Infrastructure (Microsoft Office and associated systems and hardware)

Implementation PlanUse of SharePoint with Gimmal Compliance Suite moves the City’s management of electronic public records forward by:• Beginning shift to using SharePoint as the official ECM Repository• Implementing Gimmal Compliance Suite to fill known gaps in the SharePoint solution and provide records retention

functionality to enable compliance with state law • Providing consultant assistance to ensure baseline system is set up correctly

City of Bellevue – Building our ECM Platform with SharePoint

Thank You!

Kyle StannertPublic Records Manager / Assistant Director

City of Bellevue – City Clerk’s Office425-452-6021

[email protected]

@KyleStannert

www.linkedin.com/in/kylestannert

city of belleuve sharepoint as ecm platform with gimmal compliance

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