This is an extract of the presentation delivered at the 2012 Florida Government Finance Officers Association School of Government Finance. The presentation reviews the City of Tampa Florida Enterprise Content Management (ECM) experience; however the material presented is applicable to any organization considering or starting an ECM project. Topics include: what is ECM, along with expected benefits; identifying scope and requirements; acquiring a solution; and Tampa's journey. The City of Tampa team incorporated the AIIM (Association for Information and Image Management) model, which regards ECM as the technologies, tools, and methods used to capture, manage, store, preserve, and deliver content across an enterprise. The ECM tools and strategies enable the management of an organization's unstructured information. The management features involve a repository for records and documents; workflow; collaboration; electronic content such as Word, Excel, audio, video, map, CAD files, email archives; paper scanning; version control; electronic signatures; redaction; security and access controls; and more.

1. Enterprise Content
Management (ECM)
Dealing with Information Overload
Dealing with Information Overload
Increase Productivity
Increase Productivity
Save Time … Save Paper
Save Time … Save Paper
Reduce Costs
Reduce Costs
City of Tampa Steven Cantler
Technology & Innovation Project Manager

2. Overview
What is ECM
Benefits
Identifying Requirements
Acquiring a Solution
Tampa’s Journey

3. Have You Experienced…
Where did I save that document? If I can’t find it, I’ll have to re-create it.
Has someone else already done this?
What is the current status of the review and approval for…?
I have several different copies; which is the current and most accurate version?

4. What is ECM
AIIM – Association for Information and Image Management
…the technologies, tools and methods used to capture, store, manage,
deliver & preserve content across an entire enterprise

5. Unstructured Content
…anything NOT under an existing
…anything NOT under an existing
automated business application
automated business application
Electronic: Word, Excel,
Electronic: Word, Excel,
PowerPoint, CAD, GIS, audio,
PowerPoint, CAD, GIS, audio,
video, image files
video, image files
Paper: text, photographs, maps,
Paper: text, photographs, maps,
drawings
drawings

6. Florida Public Records
What is a record
Florida Statutes Section 119.011(12)… “Public records” means all
documents, papers, letters, maps, books, tapes, photographs, films, sound
recordings, data processing software, or other material, regardless of the
physical form, characteristics, or means of transmission, made or received
pursuant to law or ordinance or in connection with the transaction of official
business by any agency.
Public Records Access
Florida Statutes Section 119.07(1)(a)… Every person who has custody of a
public record shall permit the record to be inspected and copied by any
person desiring to do so, at any reasonable time, under reasonable
conditions, and under supervision by the custodian of the public records.
Penalties for Non-Compliance
Florida Statutes Section 119.10… A knowing or intentional violation is a 1st
degree misdemeanor punishable by a fine of up to $1,000 and a jail term
not to exceed one year. An unintentional violation is a non-criminal
infraction, punishable by a fine up to $500. A public officer who intentionally
violates the public records law is subject to suspension or removal from
office. Attorney's fees and court costs are available to the requestor that
prevails in a civil suit for access.

7. Capture
ECM system
…putting content into the repository
…putting content into the repository
Paper scanning, imaging, OCR
Paper scanning, imaging, OCR
Direct saves from authoring tools
Direct saves from authoring tools
such as Microsoft Word, Excel
such as Microsoft Word, Excel
Bulk imports (+ drag & drop)
Bulk imports (+ drag & drop)
Email, Fax, Web
Email, Fax, Web
ECM = Save Paper, Save Time

8. Store
…where the content goes and
…how to the content goes and
where
find it again
how to find it again
Classification
Classification
Search & Retrieval
Search & Retrieval
Check Out/In
Check Out/In
Version Control
Version Control
Attributes establish order/structure
metadata
taxonomy
Ideally in one location
ECM = Increase Productivity, Reduce Costs

9. Manage
Current Status
who has what; waiting how long
History
review of a specific occurrence;
macro views of volumes, totals,
trend analysis
…tools && techniques for moving
techniques for moving
…content around and performance
tools
content around and performance
monitoring
monitoring
Access and Security
Access and Security
Audit Trails
Audit Trails
Collaboration, Workflow
Collaboration, Workflow
ECM = Save Paper, Save Time

10. Deliver
…getting the right content toto the
…getting theaudience
right content
the
intended
intended audience
Display, Printing, Reporting
Display, Printing, Reporting
Reuse
Reuse
Redaction
Redaction
Redaction Issues
…what is confidential or exempt
…black out or white out redaction
…legal basis for redaction required
ECM = Increase Productivity, Reduce Costs

11. Preserve
…options for long term storage and
…options for long term storage and
proper disposal at end-of-life
proper disposal at end-of-life
Archiving
Archiving
Holds
Holds
Retention and Disposition
Retention and Disposition
Transfer, Export
Transfer, Export
ECM = Save Paper, Save Time

12. Record Series Examples
Calendars - #89
This record series consists of calendars, appointment books,
planners, or other records showing official daily appointments and
meetings. The series might also include lists of “prioritized daily
tasks,” background materials, issues for discussion, and speaking
points or remarks.
Retention: 1 anniversary year.
Drafts and Working Papers - #242
This records series consists of materials used in developing,
compiling, and assembling a final product such as an agency
report or database. The series may include, but is not limited to,
circulated drafts; data entry forms; notes; calculations; and other
supporting documents.
Retention: Retain until obsolete, superseded, or administrative
value is lost.

13. ECM Benefits
Compliance
Tangible
Efficiency
Intangible
Cost Reduction
SAVINGS Per EMC2,2each office document costs:
SAVINGS Per EMC , each office document costs:
Money $20 in labor to file
Money $20 in labor to file
Time $120 in labor to locate
Time $120 in labor to locate
Space $1 to store
Space $1 to store
Legal $5 to retrieve
Legal $5 to retrieve
…and on average 5% are lost, each of
…and on take 25 hours to lost, each of
which average 5% are recreate
which take 25 hours to recreate Corp
2009 EMC
2

14. Tangible Benefits
Minimizing electronic storage costs by eliminating duplicate files and old
versions thatelectronic storage costs by eliminating duplicate files and old
Minimizing are not needed.
versions that are not needed.
Minimizing administration costs by centralizing management of shared assets.
Minimizing administration costs by centralizing management of shared assets.
Maximizing staff utilization by focusing on a single system vs. cross-training
Maximizing staff utilization by focusing on a single system vs. cross-training
on many platforms.
on many platforms.
Managing workflows to optimize the use of resources.
Managing workflows to optimize the use of resources.
Reducing paper by sharing digital vs. paper files.
Reducing paper by sharing digital vs. paper files.
Convert paper records when appropriate to reduce onsite and offsite storage
expenses.paper records when appropriate to reduce onsite and offsite storage
Convert
expenses.
Quantifiable
Savings

15. Intangible Benefits
Improves find-ability and speed of access to information assets.
Improves find-ability and speed of access to information assets.
Increases knowledge sharing and reduces duplication of efforts, as
awareness of information developed by others will be accessible. as
Increases knowledge sharing and reduces duplication of efforts,
awareness of information developed by others will be accessible.
Enhancing the quality of decision making by sharing information.
Enhancing the quality of decision making by sharing information.
Enhances understanding of information status and activity with version
controls and audit trails, i.e. who, what, when, etc. activity with version
Enhances understanding of information status and
controls and audit trails, i.e. who, what, when, etc.
Enables the application of State mandated records retention periods to
previouslythe applicationinformation.
Enables unstructured of State mandated records retention periods to
previously unstructured information.
Expedites and improves discovery efforts, such as public information
Expedites and improves discovery efforts, such as public information
requests, legal actions and audits, while also enabling record protection.
requests, legal actions and audits, while also enabling record protection.
Access to sensitive information can be restricted to authorized individuals and
groups, and help ensure information beredacted. to authorized individuals and
Access to sensitive information can is restricted
groups, and help ensure information is redacted.

16. Compliance
Providing layers of security, ensuring that any given document or particular
details within a document canensuring that any given document or particular
Providing layers of security, be viewed only by authorized individuals.
details within a document can be viewed only by authorized individuals.
Providing redaction tools to protect material.
Providing redaction tools to protect material.
Automating processes for retaining public documents and purging them when
they are no longer needed, retaining public documents andpolicies. them when
Automating processes for according to specific retention purging
they are no longer needed, according to specific retention policies.
Increasing government transparency and accountability.
Increasing government transparency and accountability.
Postal Service Loses Open Records Lawsuit
(10/25/2012)
Washington State Pays Open Government Coalition
$65,000 to Settle Records Case (10/22/2012)
Blogger Files Lawsuit Against Lawrence After Being
Denied Access to Document (10/06/2012)

17. Efficiency
Converting paper documents into electronic ones, ending the paper shuffle.
Converting paper documents into electronic ones, ending the paper shuffle.
Storing content in one central repository, giving each authorized user access
to all the content in one central repository, giving each authorized user access
Storing information needed to do his or her job.
to all the information needed to do his or her job.
Indexing content for easy search and retrieval.
Indexing content for easy search and retrieval.
Allowing an authorized user to quickly access collections of documents,
without worrying about what documents are called or whoof documents,
Allowing an authorized user to quickly access collections “owns” them.
without worrying about what documents are called or who “owns” them.
Making information available 24/7 from any computer with access to the
Making information available 24/7 from any computer with access to the
repository.
repository.
Increasing opportunities for information sharing and collaboration.
Increasing opportunities for information sharing and collaboration.
Keeping documents from getting lost.
Keeping documents from getting lost.
Providing version control for documents undergoing revision.
Providing version control for documents undergoing revision.

18. Reducing Costs
Reducing the need to buy or rent expensive office space, file cabinets, folders
and boxes for storage. buy or rent expensive office space, file cabinets, folders
Reducing the need to
and boxes for storage.
Reducing labor costs by eliminating time employees used to manage paper
records and unstructured eliminating time employees used to manage paper
Reducing labor costs by electronic documents.
records and unstructured electronic documents.
Making it easier to assemble information needed for actions and decisions.
Making it easier to assemble information needed for actions and decisions.
For Return on Investment (ROI) reporting, focus on
Tangible Benefits.
Locate Key Performance Indicators to measure for
before and after implementation comparison.

19. Identifying Requirements
Where to Begin
Where to Begin
Standards -- MoReq2, DoD5015.2, Dublin Core, etc.
Standards -- MoReq2, DoD5015.2, Dublin Core, etc.
Industry Associations: AIIM / ARMA
Industry Associations: AIIM / ARMA
Undertake an Information Inventory
Undertake an Information Inventory
[department, section/team, role/function]
[department, section/team, role/function]
Locate and assess other recent efforts
Locate and assess other recent efforts
Identify the Scope
Identify the Scope
Who will Sponsor/Champion
Who will Sponsor/Champion
Resources -- $’s, personnel
Resources -- $’s, personnel
What are the most important functions
What are the most important functions

20. Acquiring a Solution
Partner with your IT dept; ask what they are doing to capture,
Partner with your IT dept; ask what they are doing to capture,
store, manage, preserve & deliver content.
store, manage, preserve & deliver content.
Engage your Records Management Liaison Officer.
Engage your Records Management Liaison Officer.
Join AIIM; investigate training and certifications.
Join AIIM; investigate training and certifications.
Perform online research; attend web casts; talk with other
Perform online research; attend web casts; talk with other
agencies about what they have done.
agencies about what they have done.
Create & distribute requests for information and/or proposals.
Create & distribute requests for information and/or proposals.
Get relevant demonstrations of solutions focused on your
Get relevant demonstrations of solutions focused on your
business functions.
business functions.

21. Tampa’s Journey
Timetable
Timetable 2009…initial project team identified functional
Mid-2008 to early
requirements early 2009…initialMembers]
Mid-2008 to in RFP [37 Team project team identified functional
requirements in RFP [37 Team Members]
2 yrs in purchasing [9 RFP Committee Members]
2 yrs in purchasing [9 RFP Committee Members]
2011 Sire Technologies selected for implementation;
2011 Sire Technologies selected for implementation;
team re-assembled [75 Team Members]
team re-assembled [75 Team Members]
Major Activities
Major Activities standards for pilot implementation
initial focus on identifying
initial focus on identifying standards for pilot implementation
key areas of contract scope
key areas of contract scope
paper to electronic conversion (vital records)
paper to electronic conversion (vital records)
records management (convert existing system)
records management (convert existing system)
migration of electronic content (network shares)
migration of electronic content (network shares)
basic collaboration & workflow (forms, electronic signatures)
basic collaboration & workflow (forms, electronic signatures)

22. Resources
AIIM, Association for Information and Image Management
http://www.aiim.org
Dublin Core Metadata Initiative
http://dublincore.org
ECM Connection
http://www.ecmconnection.com/
Florida Department of State, Division of Library and Information
Services, Records Managers
http://dlis.dos.state.fl.us/recordsmgmt/statutes.cfm
MoReq2, Model Requirements for the Management of Electronic
Records
http://www.moreq2.eu