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Electronic Records Management Kelly Popp

Learn about electronic records management, a technology that manages digital documents and addresses various document management problems. Discover how it improves document capture, sharing, workflow, and version control. Explore the features of ERMS and its potential future integration with other systems.

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Electronic Records Management Kelly Popp

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  1. Electronic Records Management Kelly Popp

  2. What is Document Management? • Document Management technology manages digital documents • May have many components • Electronic Document Management • Content Management • Document Workflow • E-mail Management • Web Content Management

  3. What is Records Management? • A bookkeeping system that accounts for documents that a business is required to keep • The system keeps the records according to defined business rules • Retention • Disposal

  4. What Problems Does Document Management Address? • Capture of Electronically Created Files • Replaces redundant network storage • Makes sharing documents easier • Allows for business workflow tasks • Document owner creates task for managing documents • System manages documents by these rules

  5. What Problems Does Document Management Address? • Capture of Electronically Created Files • Documents can be used by other systems • GIS • Web portals • Other

  6. Records Issues • Records version(s) • What version should we use? • Document versions identified • AP Approved current version • SU Superceded last version

  7. Records Issues • DM solves the problem of multiple copies of same info (different office, locations, etc.) – a records nightmare • Document destruction controlled and semi-automated (RM best practices)

  8. ERMS

  9. Full Client

  10. Document Query List

  11. Spicer Imagination

  12. Markup

  13. ViewOne Web Viewer

  14. Filmstrip View

  15. Portal Architecture

  16. Photos Web

  17. Collections List

  18. Hitlist

  19. Lightbox

  20. Search Tool

  21. HR Web • Create folders from data • Set security based on user • Get security settings from HR system • Build documents from data feed • Index and store documents from data feed

  22. Logon Screen

  23. Search Tool

  24. Hitlist

  25. Structure Inventory Analysis (SIA) Process Paper Process – 20K documents per year 1.Sort 20K documents 2.Enter data in database 3.Scan 20K documents 4.Enter 20K documents in document system

  26. Structure Inventory Analysis (SIA) Process Paper Process – 20K documents per year 5.Quality Review 6.Approve 7.Store

  27. Structure Inventory Analysis (SIA) Process Computer Process 1.HTTP Form filled by City/County 2.Data goes directly to database 3.Query run on database (monthly) 4.SIA Application Runs

  28. Structure Inventory Analysis (SIA) Process Computer Process 5.XML data copied into PDF template 6. Document created, indexed, approved and stored – available for all to view

  29. What’s in ERMS? • 3.3 million document pages • 850,000 Plan sheets • 500,000 Bridge maintenance records • 600,000 Vouchers • 170,000 Communication records • 140,000 Environmental records • 50,000 Permits • 22,000 Agreements

  30. Future for ERMS? • Integration with Systems • Legal • Motor Vehicle • Forms Management • E-mail • Full text search • Public access Web Portals

  31. Kelly Popp Electronic Records Management Kelly.Popp@dot.iowa.gov 515.239.1295

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