City of Dauphin Meets DocuShare

1. City of Dauphin Meets DocuShare Document Management in a Municipal Environment

2. City of Dauphin Meets DocuShare Overview • Where We Started • Where We Are Now • Where We Go In The Future

3. City of Dauphin Meets DocuShare Where We Started

4. City of Dauphin Meets DocuShare • I started working for the City in 1996 as Draftsman and became unofficial IT guy shortly after • Became official IT guy in 1998 • Responsible for IT at two locations; Civic Administration Building and Public Works. • City built new computerized Water Treatment Plant in 1999 and was made responsible for IT • City built new Civic Administration Building in 2002 • Duties were changed in 2002 new job titles Water Treatment Plant Manager and Network Administrator.

5. City of Dauphin Civic Administration Building Computer network design in the late 90’s • Novell Server • 10Base-T Network • Individual user directories • Tape Backup run every night • DOS Terminals • Windows 95 workstations • My Documents folders • Floppy drives No Backup Strategy

6. City of Dauphin Meets DocuShare Computer network design in the late 90’s Public Works Department • Individual workstations only • Dialup Connection to server for Accounting only • Sneakernet No Backup Strategy

7. City of Dauphin Meets DocuShare Computer network design in the late 90’s Water Treatment Plant • Individual workstations only • Dialup Connection TO SCADA computer • Backup of critical SCADA data to Iomega Zip drive No Backup Strategy for operator files

8. City of Dauphin Meets DocuShare • In 2000 City started planning to build a new Civic Administration Building • Needed a Document Management system for the new building • There needed to be a single system for the entire organization • Needed to be readily catalogued and referenced • Needed to be easy to expand on • Needed digital file system and paper file systems to mirror each other • Simply needed to be easier to use

9. City of Dauphin Meets DocuShare • There are basically two Departments within the City; Administration and Works and Operations. • The biggest barrier to an effective organization wide document management system is that fact that each of these departments has many different functions and most of those functions are separate but somehow intertwined.

10. City of Dauphin Meets DocuShare Administration Works and Operations • Taxes • Utility • Mayor & Council • Building & Zoning • Parks & Recreation • Police, Fire Emergency • Finances • Etc Etc • Water/Wastewater Treatment • Water/Wastewater distribution & collection • Streets and Roads • Garbage & Recycling • Airport Operations • Snow Removal • Etc Etc

11. City of Dauphin Meets DocuShare • The solution was not an easy one but after many months and many meetings we finally had a solution on the design of the filing system. • The system would have 14 root filing categories based on the requirements for document retention in the Municipal Act • The filing system would use an alpha numeric catalogue system starting at the root 14 categories and would use a period to denote a sub filing location i.e. 01.01.MN • Each root category would have a catchall general category for one off documents i.e. root.00 = General Every document would have the file location clearly marked in a standard location

12. City of Dauphin Meets DocuShare • Now that we had a consensus on a document management system how were we going to implement it? • Paper filing system was straight forward but would take a lot of work to move existing files and catalogue • Digital files posed another problem how were we going to manage them • Looked at custom database to catalogue everything but it was extremely cost prohibitive Xerox to the Rescue

13. City of Dauphin Meets DocuShare Magically we have our solution • We were meeting with Xerox rep to replace existing copier and just happened to mention what we were trying to do

14. City of Dauphin Meets DocuShare • After a few meetings with Xerox staff to discuss our proposed Document Management System we came up with the following solution • Document Centre 340 – Copier, Printer, Fax, Scanner • DocuShare, PaperPort Pro, TextBridge Pro • Everything we needed for our organization wide document management system. Except!

15. City of Dauphin Meets DocuShare • We had a second barrier to an effective document management system for the entire organization. The fact that we have three locations that are physically removed from each other posed some problems.

16. City of Dauphin Meets DocuShare • Fortunately the solution to our second barrier was the easier problem to address. Technology to the Rescue

17. City of Dauphin Meets DocuShare • We utilized wireless networks to connect the three buildings into one network. DocuShare was now accessible to everyone in the organization • Since that day our DocuShare Document Management System has been a work in progress

18. City of Dauphin Meets DocuShare Were We Are Now

19. City of Dauphin Meets DocuShare Were We Go In The Future

20. City of Dauphin Meets DocuShare • Our DocuShare is still a work in progress and we are constantly revising it • Younger staff is realizing the potential and starting to use other functionality other than just a document repository • Hope to eliminate entirely the distribution of paper documents

21. City of Dauphin Meets DocuShare