making enterprise records management successful · 2018. 4. 25. · usability pros and cons •...
TRANSCRIPT
Making Enterprise Records Management Successful
City of Ottawa
June 9, 2014
• Responsibility was with the Policy section of
Information Management (IM)
• IM staff determined requirements based upon how
the paper records worked.
• IM language used for user interface
• Developed in-depth full day training
• Problems getting out of physical IM mindset
In the Beginning..........
• Senior Management approved concept
• You shall but if you don’t, well that’s okay too.
• No repercussions
• No buy in from departments, their shared drives
worked just fine
In the beginning…
• IM not high on ITS interest list
• IM is a necessary evil
• ITS interests were in designing in-house systems to
meet clients needs
• Goal was to meet legislative requirements
• System belonged to a select group
• Limited buy-in from not only clients but IM staff
• Security was limited
• From 2005 – 2009 only 223,306 records were
entered into the e-system.
In the beginning…
• Responsibility moved to IM Operations
• Usability testing
• Clear common language used for labelling
• Training became more focused on client needs
• Integration with Microsoft Office
• IM Staff can now differentiate between physical
and electronic needs
What changed?
• Goal still to meet legislative requirements but also
to become a necessary tool in the conduct of
business.
• New security model developed to meet unique
needs
• Changes increased usage
• From 2010 to 2012 an increase of 522,920 records
were added
• IM moved from ITS to City Clerk and Solicitor
What Changed?
And then this happened
…there’s the irrefutable fact that the city’s
record-keeping is non-existent or impossible to
locate
According to the Ottawa Sun
• Senior Management uses stronger language
• You shall and if you don’t, there will be
consequences
• Integration with Business Systems and Corporate
Tools
• All IM staff are involved with system
• IM Staff work hand in hand with clients getting their
documents and records onto system
And then this happened…
• Online training modules developed
• Focus groups are used in developing changes
• Integration with Business Systems means clients
need only learn one system to meet their
operational and legislative needs.
• From 2013 until April 2014 there is already 427,834
new records added.
• We have surpassed the million mark.
And then this happened…
• BIMS has a single, very large, virtualized Oracle Solaris server for production
• It has multiple environments for disaster recovery , training, sandbox, development, QA and Performance Testing.
• 2014 and 2015 plans are to make user interface changes, implement eDisposition and physical records management, to upgrade to Oracle Webcenter 11g, to introduce clustered servers, and to move all files into one of the largest databases that the City will have in order to improve performance and backups.
BIMS – Some technical information
The strategy was to provide more than one way to
add temporary and official business records to the
Business Information Management System (BIMS).
1. Web pages
2. Scanning Paper Documents
3. Desktop Integration
4. Batch loads
5. Application Integration
Creating and finding records as painlessly as possible
When is this method best?
• Required for metadata changes on existing temporary
records
• When users need to check in a lot of similar documents
• Used for basic and advanced searches (including saved queries and searches)
• IM staff use them for updating and adding records
• Users complete scanned document entry using web pages
• Any time when the person adding a record is not the
author
Web Pages
Web Page – Checking in a Document
Usability Pros and Cons • Easier for adding new content than some of the other
methods
• Searching requires some expertise and practice due to the
size of the repository, e.g. few search heuristics apply
• User has access to a list of their checked out content and
can create and save queries
• Full list of metadata entry fields is available however most
are hidden unless the user requests them -- other methods show minimal required metadata
• This is usually a separate task from anything else the user is doing, i.e. the user must decide to go to BIMS and work there
Web Page
BIMS is integrated with the multi-function printing
devices at the City.
When is this the best method?
• Someone doing low volume scanning of paper; business
units can arrange for bulk scanning with the assistance of
IM.
Scanned Paper Documents
Scanned Paper Documents
Scanned Paper Documents
Scanned Paper Documents
Scanned Paper Documents
Scanned Paper Documents
Scanned Paper Documents
Scanned Paper Documents
Scanned Paper Documents
Scanned Paper Documents
Scanned Paper Documents
Scanned Paper Documents
Usability • Complicated printer/fax/scan/photocopy machines have a
limited user interface
• Users do not have to scan, save the document on a share
and then add it to BIMS, it is directly added to BIMS from the MFD.
Scanned Paper Documents
When is this the best method?
• It is appropriate for users who are knowledge
workers working mostly with Office and Outlook, i.e.
they write and communicate frequently
• The task is to update temporary records
• It is the most natural way to check in e-mail
• It is, like scanning, a direct contribution, i.e. there is
no need to save it somewhere else.
Desktop Integration
DIS - Outlook
DIS - Outlook
DIS - Outlook
DIS – MS Word
DIS – Explorer Drag and Drop
Usability: • Uses fairly intuitive language, particularly consistent with MS
Word terminology
• Requires minimal metadata entry, defaults are used well
• Allows checking in multiple documents simultaneously
•Maintainability • As a desktop application, it must be thoroughly tested to
ensure compatibility with other desktop tools
Desktop Integration
When is this the best method?
• High volume loading or updating of metadata of
similar documents, e.g. mass updates of
organizational metadata after an organizational
change, cleanup of legacy data
Batch Loads
Usability • Requires scheduling with IM as it usually involves a lot of
documents being loaded
• User must create a precisely defined Excel spreadsheet; ITS
staff complete the loads
• Working on automating this process to get ITS staff out of the
loop for most loads
Batch Loads
When is this the best method? • There are applications that are considered records
repositories based on an IM assessment and client
acceptance of the risk
• However new applications being deployed that cannot manage the lifecycle of records tend to prefer integration
with BIMS.
• Currently these applications tend to be case management
type of applications being used by workers providing service to the public
Application Integration
BIMS Integrations - SOA
BIMS (Oracle
Webcenter)
Work Orders
(SAP)
Enterprise
Asset Mgt
(Maximo)
Permits &
Licenses
(Amanda)
Enterprise
Service Bus
(Oracle)
Intranet
(SAP/Oracle
Webcenter)
• In Maximo, records can be attached to Assets,
Locations, Service Request and Work Orders.
• Several types of files can be attached to BIMS such
as Word Documents, Excel Spreadsheets, PDF,
JPEG, PNG, etc.
Application Integration - EAM
Application Integration - EAM
Application Integration - EAM
Application Integration - EAM
Application Integration - EAM
Application Integration - EAM
BIMS can be used on any SAP object and it is used for
• Service Requests/Work Orders
• Purchase Orders – to check in approvals.
• Material Master – to store manuals and blue prints.
• Plant Maintenance – To store permit, diagrams,
maintenance logs.
• Human Resources – to store documents related to
employee records.
Application Interface - SAP
Application Integration – SAP GUI
Application Integration – SAP Portal
Application Integration - SAP
Application Integration - SAP
Application Integration - SAP
Application Integration - SAP
Application Integration - SAP
Application Integration - SAP
Currently integrating BIMS search into the intranet
federated search to
• create one place for staff to search everything but
uncurated shared drives, i.e. put information at
their finger tips
• create a simpler search experience with a different
search algorithm
• allow staff who are not BIMS users to search its
repository
Searching
Intranet Search
• Changes in ITS application management policies
means clients are looking more and more at BIMS
to solve their business needs for structured and
unstructured data retention
• Physical Records Management will be part of the
BIMS experience offering clients a one stop shop
for their information needs.
• Continued integration of BIMS with new and
existing Business Systems
• Digitization of legacy files
• eDisposition!
In conclusion…