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Department of Revenue – Oculus (implemented and supported by ROH)

Department of Revenue – Oculus (implemented and supported by ROH). In addition to DOR, ROH has implemented Oculus at Johns Hopkins University, FL DEP, FL DJJ, FL DOE & Hillsborough County Environmental Commission. DOR had existing implementation purchased in early 00s

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Department of Revenue – Oculus (implemented and supported by ROH)

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  1. Department of Revenue – Oculus (implemented and supported by ROH) • In addition to DOR, ROH has implemented Oculus at Johns Hopkins University, FL DEP, FL DJJ, FL DOE & Hillsborough County Environmental Commission

  2. DOR had existing implementation purchased in early 00s • Purchasing, Finance & Accounting and General Counsel offices were already using it • Proposed expansion would incorporate General Tax, HR, Child Support, etc.; business case was made in Nov./Dec. 2009, expansion completed October 2010

  3. Upgrade of system included free text search, records management administration module, public web server access, new schema categories/taxonomy work, 10 additional concurrent user licenses, 4 additional concurrent scan station licenses • Non-recurring cost for upgrades/expansion was ~$106k, recurring cost for the expansion was ~$15k/year, in addition to the pre-expansion recurring costs of ~$17k/year; DOR also budget an additional ~$175k for several OPS positions to organize and digitize existing physical documents over 10 months

  4. DOR views it as simply a document management/repository system and have not purchased or implemented workflow into the system architecture • One goal was to digitize HR documents as official records of copy to allow destruction of original HR documents past retention date • Another goal was ability to maintain a centralized repository for documents that were spread across several other systems and/or were time-consuming to retrieve physically, etc.

  5. Supports document versioning/revisions (can edit with appropriate permissions), audits and tracks all changes • Primary document insertion is centralized at scan stations in each section • Can also upload documents to Oculus directly, if already scanned/electronic format • Supports TIFF and PDF, catalog, profile, property searches, etc.

  6. System is comprised of web GUI front-end running on one server, database back-end (taxonomy tables, metadata, permissions, retention rules, etc.) running on another server, the scan station batch processing server and the file repository (SAN or disk space); uses concurrent user access license model • Scan station uses Kofax batch process software to do initial quality control, barcode recognition to determine doc type; once batch is confirmed/passes QC, sent to batch process server for conversion, text recognition, insertion into database, filing, etc.

  7. Objects are indexed by OCULUS using profiles and properties. A profile is a set of properties that are grouped for easy indexing and retrieval of objects • Profiles reside in one or more catalogs. A catalog typically represents a hierarchical division within a company or department, such as Human Resources, Sales, Accounting, and so on Catalogs store and manage the profiles and properties

  8. ROH site demo: http://www.oculusdms.com/Oculus/servlet/login • DEP production site: http://www.dep.state.fl.us/mainpage/programs/waste.htm

  9. Florida Wildlife Commission – Filebound (architected by Advance Data Systems and implemented by ADS and Filebound) • Unlimited user licensing model based on page counts instead of user or device licensing • FWC paid ~$86k for initial implementation of 5 million pages (cost included user training); paid ~$30k later on for additional 5 million page count

  10. HR, Marine Fisheries and Law Enforcement projects were the defined scanning projects • Uses very similar structure to Oculus (i.e. database server for indexing metadata, file storage for images, web server front-end, Kofax batch scanning stations and server) • Have full-time employee dedicated to EDMS within FWC

  11. FWC also purchases modules to allow already digitized documents to be uploaded to Filebound via a “printer” (a la PDF writer), or directly from MS Office suite • Like DOR’s Oculus, indexing can be done via OCR and/or barcode recognition and/or post-scan-metadata-entering

  12. Defined project names in Filebound are akin to Profiles in Oculus (i.e. the project has assigned searchable document properties) • Workflow implemented to assign new documents to specific users/groups to be approved, processed, indexed, etc.

  13. On-Line Imagaing’s Filebound demo site: http://www.on-lineimaging.net/filebound_demo.htm

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