Dutchess County’s Enterprise Content Management ( ECM) … Transforming County Operations

1. Dutchess County’s • Enterprise Content Management (ECM) • … Transforming County Operations Marcus J. Molinaro County Executive Timothy E. Mahler Commissioner of OCIS

2. What Does ECM Mean? Enterprise Content Management (ECM) are the strategies and tools used to organize, manage,store and share an organization's documents and manage related processes.

3. What Does ECM Mean? Document Scanning/Imaging is just one component of an ECM system implementation.

4. What Will ECM Mean … to the County? • Advanced Computer System to manage, share • and preserve County documents • Will Speed County Processes & Services • Address Full Records Center • Increase Public Access to Documents • Archiving of Historical Documents • Expand “Green” Initiatives • Huge Staff Productivity Gains & Savings …. A Game Changer

5. Why is ECM Critical For the County?

6. County Staff Reductions … Productivity Tools Like ECM Are Critical - 305 Employees (15%)

7. Why ECM is so Critical for Staff Efficiencies and Productivity • Consider: • 70% of Government • Workers time is spent managing information • (2010 Public Sector Tech) So it’s critical that the County invest in productivity tools

8. Key ECM Projects … Over first 18 Months County Contracts HR/FMS Records County Bids Legislative Records Records Center Productivity Accessibility Historical Documents Permits & Inspections Public Access Policies & Procedures

9. Example of What ECM Will Do for the County Contract Request Insurance Certificate County Contracts Contract Notes ECM DOCUMENTS Contract Draft(s) Email Correspondences Final Contract (MS Word) Future Contract Changes Scanned Signed Contract ECM Contract Documents are Available for Future Reference Process Workflow County Attorney scans Signed Contract – All Notified by ECM Department Receives Signed Printed Contract from Vendor Via Mail Once Contract terms are agreed to – ECM emails contract to vendor for signature The ECM emails a scanned Executed Contract to the Vendor – Completes Process County Attorney creates Draft Contract with input from Department • Contracts integrated with Financial Management System • Comptroller has access to Contracts during AP Processing • Alerts sent before a Contract or Insurance Cert. expires • All appropriate Staff have on-line access to Contracts • Departments no longer need to store hard copies Contracts are Signed County Attorney and Risk Management are automatically notified thru ECM Department enters a Request and includes vendor’s Insurance Certificate This is just one example of improvements to so many County processes and services Notified Notified Notified County Attorney County Executive Vendor Department Notified Notified Risk Management Comptroller

10. Key ECM Projects … Over first 18 Months County Contracts HR/FMS Records County Bids Legislative Records Records Center Historical Documents Productivity Accessibility Permits & Inspections Public Access Policies & Procedures

11. Records Center Study Improvements and Cost Avoidance • Records Center has 44,000 Boxes • 95% of Space is Filled • Although $750,000 was spent in 2006 for • Rolling Shelves to Expand Storage Space • Need Computerization and Procedures to: • Eliminate Paper Records Going into the Center • Reduce current Paper Records in the Center • Provide Improved Access to Records • Avoid Capital Cost to Expand the Center

12. Historical Records … Preserving County Archives

13. Current storage arrangements for historical records at the Washington Street Facility

14. Supreme Court Orders and Decrees, showing deterioration of binding under paper covers

15. Tax Assessment Books showing crumbling and molding covers Left from the 1940s, above from the 1950s

16. Assessment Roll showing spread of mold on cover

17. Boards of Supervisors Proceedings, 1722-1900. Note proximity to concrete floor, re-binding of older records (1722-1800) and paper covers over younger records (1800-1900).

18. Ink burn to page in 1722 Board of Supervisors Proceedings

19. 1722 Board of Supervisors Proceedings Book showing broken binding and acid-damaged page

20. 1838 Board of Supervisors Proceedings Book, showing deteriorating cover

21. Voter Registration Books , 20th Century

22. Historical Records … Preserving County Archives • The ECM System will be used to preserve the • County’s History and provide Public Access • It’s critical that Historical Docs are digitized • before they decay further • The Digital documents will be used for Public • Access; this keeping the original documents • safe from further damage by handling • Grant Opportunities being pursued by the • Historian to Digitize Documents and Conserve • the Originals

23. Some Examples of the Positive impact of ECM • New On-line services to speed processes • for businesses, municipalities and the public • Highway Work Permits • Road and Bridge Images to facilitate development • DPW Bids (on-line plans and bid documents) • Health - SAN 34/36 Residential Sewage Disposal Forms • Health - SAN 15 Sewage As-built Drawings • Health Permits (restaurants, pools and day camps)

24. Some Examples of the Positive impact of ECM • More On-line Information and Documents • Available to the Public and/or Municipalities • Searchable Docs (e.g. Legislative agendas and minutes) • Historical Documents available to the Public • County Bid Results and County Contract Information • DPW Project Information and Status (future) • HR Documents on-line for Depts. and Municipalities • Possible Future Shared Service for Municipalities

25. Cost Analysis Large ROI

26. ECM Project Investment • $960,000 Capital Project Costs that include: • Software Licenses • Implementation/Training/Pilot Projects/Some Back Scanning • Hardware (Servers, Scanning Stations, etc.) • Records Center Study • Bond Costs (est. 1% interest) • $75,000 Annual Operating Costs (5 Year Average) $1,365,000 Projected 5 Year Cost (Capital + Operating)

27. Return on Investment (ROI) … Factors and Assumptions • $1.365M 5-Year Projected Costs • 500 Staff Assumed (Although expect 800 users) • 5% Average Productivity Gain of Involved Staff • (Represents 25 FTEs)… will likely be greater • 10% Reduction in Copier Costs, Paper and Supplies • Assumes No Savings During First 18 Months • While Pilot Projects are Implemented

28. Return on Investment (ROI) … Plus Huge Non-Monetary Benefits $1,365,000 - 5-Year Projected Costs Savings and Avoidance (Conservative Est.) $6,910,000 - 5-Year Staff Time Savings (3.5 year actual) $180,000 - Copier Costs, Paper, Supplies (10%) $100,000 – Additional Records Center Shelving 5.3 Million Reduction in Printed Pages (10%) Payback on Investment $5.31 Saved for every Dollar Spent Payback Conservatively within 2.0 Years ROI even excludes $1,100,000 Cost Avoidance - For Records Center Expansion - . If 5,000 Sq Ft were added --- Representing 33% increase in size . Above figure is approximate; would need further study

29. Enterprise Content Management (ECM)

31. Return on Investment (ROI) • Also Consider…. • $6.12 Return Per Dollar Spent is an ECM Industry Average • (2012 Nucleus Research – Based on analysis of 37 case studies) • The 5-Year Salary/Benefit Costs for 500 Staff using ECM • will be $198+ Million. The ROI includes 5% of this. • 20-25% Productivity Gain is typical for staff activities • related to ECM functions (2009 Doculabs) • Didn’t Even Factor in Public Benefits, Historical Archive • Improvements, etc..

32. Return on Investment (ROI) 5-Year Analysis