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Document Management Resources Cabinet Panel. September 2006. Document Management. Electronic Document (and records) Management (EDRMS) The Benefits for Hertfordshire Key Principles at HCC Update on Programme – The Electronic Social Care Record Issues. Rocognise This?. EDRMS?.
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Document ManagementResources Cabinet Panel September 2006
Document Management • Electronic Document (and records) Management (EDRMS) • The Benefits for Hertfordshire • Key Principles at HCC • Update on Programme – The Electronic Social Care Record • Issues
EDRMS? • The storage and management of documents and records in electronic form • Uses specialised software – the electronic filing cabinet – but enables much more • Enables delivery of benefits in terms of improved working practices and efficiencies of business processes
Supports Automated and Measured Workflow Job Done! Start Work Decision ? Approval ?
So what is it all about? For the 10 offices that moved to Apsley 1 there was 2,115metres of paper filing At Apsley 1 There was only space for 968 metres of paper filing !!
Making The Business Case / Making it Happen • For Apsley 1 we reduced office storage by 54% (35% - 88%) (but we plan to do better!) • Only 2 areas are currently used for storage of active client files and these will shortly not be required • Each staff member has only 1 metre personal storage space
Do we need to convert all our paper ? • NO – For Apsley 1 Over 50% of the records were closed • These can be archived off-site • The rest was either recycled or kept electronically
The Benefits for Hertfordshire ? • Improved processes - e.g. enforcing workflow and approval associated with particular document types • Efficiencies – less paper storage, reduced administration/postage and logistics costs, documents can be accessed by more than one member of staff at any one time. • Meeting government targets (e.g. Electronic Social Care Record) • Supports Freedom Of Information • Records only destroyed when appropriate • Legal admissibility no longer an issue in most areas – will support effective retrieval of key documents in such cases
Key Principles At HCC • We ARE using a single corporate system • That Corporate System is already licensed for HCC = Hyperwave (records management society accredited) • All new systems acquisitions are stating use of Hyperwave as obligatory – e.g. Hermis replacement • Documents and Records will be stored according to HCC classification scheme (see Connect) • Documents and Records will only be deleted in line with HCC Disposal Scheme (see Connect)
Current Projects - The Electronic Social Care Record • All client files were held in paper form • Government requirements stipulate moving to electronic records • CSF and Adult Care now actively engaged in “Hyperwaving” those key files • Care Workers to access electronic care files directly from the IRIS system (automated link) • Electronic files structured in similar way to original paper files
Moving to the electronic social care record • New secure structure has been implemented in Hyperwave • Active client files are being scanned and indexed • When documents are created they are saved directly into the system (ie straight from word, excel) • Incoming information on paper is being scanned ?
Progress to date • Hyperwave document management live - 29 August 2006 • Scanning operation in place in Apsley • Back-scanning of files for Apsley 1 and 2 commenced start June 2006 • CSF – training started mid June 2006 • Scanning of files for Apsley 2 will continue through to December 2006 – One third of all CSF files already scanned. • Adult Care scanning has commenced (August) • Two CSF teams live a further three going live 15th September
Issues • Tensions over appropriate security levels – legal versus operational position • Engagement of staff in departments – this is NOT primarily an IT project (the IT is already in place) • Maintaining cross county scanning operations (monotonous work but with high responsibility and security clearance) • Take up of training – requisite basic ICT skills
Where Next? • Completion of roll-out to ALL CSF and ACS staff • Hermis and all other systems replacement projects to embrace Hyperwave Document management forthwith • ALL departments to establish implementation teams to engage with corporate team – engagement underway with Fire and Environment • An end to storage on “drives” C:/ H:/ S:/ etc. All documents will be stored in Hyperwave • Vision – Target to achieve complete adoption across HCC (stand alone documents and systems) by end of fin year 2007/8!
What will it achieve in the future? • Necessary to continue meeting government targets and obligations • Lays common foundations for further document/process work • Enables TWWW vision – e.g. cannot achieve staff to space ratio without it.