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NMDOT

Explore the benefits and phases of transitioning from paper-based to electronic document management system at NMDOT, covering financial documents, project plans, historical data, workflow creation, electronic reporting, and more.

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NMDOT

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  1. NMDOT EDMS SYSTEMS

  2. 70 years of historical documentation on paper and microfilm. Over 150 Project Offices State Wide. Reasons for EDMS at NMDOT • Printing and Courier Costs • Mail costs. • Antiquated microfilm equipment • Lengthy retrieval time.

  3. Centralized Repository for all Records. Large Project Scope. Funding Major Issues • State & Federal Laws • Imaging Plan Approval • Format Types • Storage Media • Backups • Record Retention • 6 to 500 year Retentions

  4. FileNET Robust applications Large selection of support partners Application interface capabilities Extensive security options Software Selection and Implementation • Phased Scope • Manageability of project with minimal staff. • Funding to be allocated over several years.

  5. Online reporting Electronic distribution of information using web applications. Data and information sharing state wide. EDMS Objectives

  6. Phase I Financial Documents Invoices Payment Vouchers Financial Reports General Ledger Budget Audit Contracts Price Agreements Professional Service Agreements Fixed Assets Annual Certifications Invoices Implementation Phases

  7. Phase II Project Plans As Let As Built Project Correspondence Design to Build Historical Data Right of Way Maps Documentation District Office Correspondence Project Field Information Historical Data Implementation Phases

  8. Phase III ROW Workflow Creation Microfilm Conversion Historical Correspondence Historical Right of Way Information Historical Maps and Plans HR Conversion and Workflow Conversion of Current HR Files Conversion of Microfiche Current Phase

  9. Electronic ReportingCOLD Data • FTP Transfer of Nightly Data • Conversion of Elixir Forms • Print File Conversion

  10. Electronic ReportingCOLD Data • FTP Transfer of Nightly Data • Conversion of Elixir Forms • Print File Conversion • Automated Data Mining • Automated Indexing

  11. Electronic ReportingCOLD Data • FTP Transfer of Nightly Data • Conversion of Elixir Forms • Print File Conversion • Automated Data Mining • Automated Indexing • Security • Automated Archive Rollover

  12. Image Capture • Document Preparation • Pre-Prep • Staple removal • Insure data is legible • Separation of document types • Indexing • Form Indexing • Template Indexing • Log Creation • Scanning • Form Family Scanning • Scanner Properties • Template Creation

  13. Image Capture • OCR Processes • Zone Indexing • Automated OCR indexing by zones • Zone Formatting • Form Registration • Indexing • OCR Verification • Document Set Verification • Statistics • Output • Settings • Network Capabilities • Logs and Tracking

  14. Import Process • Creation of control and index files • Pre-Defined Table settings • Control files that automatically assign data to tables • Field Mapping • Data Integrity Check • Audit Database • Automated audit tracking of imported documents by table. • Reporting capabilities for yearly audits. • Statistics • Automated Import • Database Updates • Automated primary media creation. • Automated tranlog media creation.

  15. Import Process • Creation of control and index files • Pre-Defined Table settings • Control files that automatically assign data to tables • Field Mapping • Data Integrity Check • Audit Database • Automated audit tracking of imported documents by table. • Reporting capabilities for yearly audits. • Statistics • Automated Import • Database Updates • Automated primary media creation. • Automated tranlog media creation.

  16. Current Environment • FileNET Image Services • Panagon Report Manager Services • FileNET IS Web Services • FileNET P8 • DocWizard • OCR for Anydoc

  17. Docwizard Functions • Workflow • Electronic documents • Electronic signatures • Reports and statistics • Electronic files

  18. Workflow • Work queues • Work groups based on sections • Automated routing and work assignment. • Web based table modifications, and work group creation. • Cross system searches • Security • Group and document security

  19. Electronic Documents and Signatures • Electronic Document creation. • PDF form templates. • Pre defined form templates • Automated indexing. • Web based updates to forms. • Standardized forms statewide. • Automatic filling and document classification. • Document security applied automatically at creation. • Secure electronic signatures for all forms.

  20. Reporting • Complete audit reports on all transactions • User created reports. • Real time data. • Management Reporting. • SysAdmin reporting. • User and group security reporting. • Process efficiency reporting.

  21. Data Structure • Financial • Project Files • Payroll • Transportation • HR • Contracts • Environment • Railroad and Utilities • SysAdmin

  22. QUESTIONS

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