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ACJC Records Retention August 28, 2007

Discover the concept of a paperless office, its benefits, and how to implement it successfully. Learn about document management systems, storage solutions, training, and lessons learned. Explore success stories of agencies and the positive impacts on efficiency and cost savings.

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ACJC Records Retention August 28, 2007

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  1. ACJC Records RetentionAugust 28, 2007 The Paperless Office What Is It?

  2. What Does Paperless Mean • Having Paper Received From the Outside and Then Scanning Paper • Having Paper Received and Scanned and Other Documents Coming in Electronically. • Having 90% or More Records Come in Electronically • Having 90% or More Records Come in Electronically and Then Print Them and Place Them In A File With AN RFID Tag To Locate the File

  3. What Would I Do Without My Paper

  4. Who Approves A Paperless Office • Administrators In Government With Innovativeness, Strong Courage To Fight The Initial Resistance and A Vision For Efficiency • CEO Is Critical. It Must Come From the Top • Pima County Attorney Is A Visionary Who Recognized This • Not Many Around Who Understand or Can See The Advantage Of This Concept • State Archives and Library Must Approve – Do Not See This As Being A Problem

  5. Basics of a Paperless Concept • Must Make Sure It Is Implemented Properly and End User Friendly. • Design and Ease of Use Is 98% of What Is Needed • After The First Successful Implementation Of A System You Pick Up A Lot Of Support From the End Users

  6. How Do You Store and Retrieve Paperless Documents • Document Management Systems Are The Best — Document Management Can range From $100,000 to $500,000 for small to medium agencies • Storage Area Networks – Storage Is Cheap Today -- 5 Terabytes Cost $125,000 • Need Competent Personnel To Make All This Work • Pays For Itself In Efficiency Over 2 to 5 years

  7. How Do You Store and Retrieve Paperless Documents Cont’d • Need a good Case Or Records Management System where Electronic Files come in and are stored via case number or Incident Number along with Emails, search warrants, property records, etc. • Does all the various searches to interact with the Document Management System

  8. Main Components Server Storage Area Network Document Management System

  9. How Long Does The Process Take and What is the Cost • A lot depends on the size of the agency and how many documents it may have • How far behind or ahead of the game are you now with your present systems • Worst Case Scenario if you can get the expertise in personnel hired to work with is 2 to 5 years

  10. System Requirements • Need Good Servers or mainframe capability and at least XP machines with enough memory and high speed connections. • In the police arena, car terminals are a must • Very Critical -- Need people with a vision that can understand how all this fits together.

  11. Training • Without this you are doomed to failure • Hand Holding for the first week is critical. Much more needed than a Help Desk • Remember – This is a whole new concept for people and they need to know they have a “life jacket” near by • Must get out on the floor or in the cars to insure the person is comfortable.

  12. Training Cont’d • Look for suggestions and try to implement them if they make sense • Cannot emphasize enough to have a person heading the project who is innovative and a visionary. He/she must have a competent technical team under them Cannot say we have no more resources and tell the end user what you get is what you see • Technology is changing for the better every year and we must keep up with it

  13. Lessons Learned • What NOT To Do –Go into this system thinking anyone can do it. It takes people with a good systems ability and being innovative. – Stay at home and not see how other agencies have done this. By being very observant you can learn the good and the bad.

  14. Lessons Learned – Work with competent IT personnel. Programming is one thing but systems development and screen design is also very important. – Be Prepared to have grumbling from the RTC group (Resistance To Change) but they will change once the others say the system is good - Remember to Build the system constantly. Each day new ideas will come from your end users

  15. Success Stories • City of Harrisburg, Pennsylvania • Mayor was a visionary and understood the benefits of 37 agencies participating. • Funded the project from the beginning and supported it. Knew the benefits for high cost savings in the end. • Made police personnel at least 50% more efficient • Pima County Attorney Should Be Next

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