ECM Concepts, Challenges, Benefits
Implementing an Enterprise Solution
Hill County – Texas
Sharon Camarillo, IT Director

Hill County, TX
Population: ~36,000

ECM – IT?
What does Information Technology have to do with ECM?

ECM – IT?
(We’ll Revisit the Blue Chair)

ECM - IT?
• What is ECM?
– Enterprise Content Management
– Includes Core Components (Gartner)
• Imaging
• Document Management
• Electronic Records Management
• Web Content Management
• Workflow
• Document Centric Collaboration

ECM - IT?
• What is ECM?
– AIIM Definition – “the strategies, methods and tools to capture, store, manage, preserve, and deliver information in support of business processes”
– Who is AIIM
• Association for Information and Image Management
• Global, Non-Profit
• Focus on Education, Research, Best Practices, Standards

ECM – IT?
• AIIM
– Past-President of the Dallas/Fort Worth Chapter
– Attained the ecm p status while working on a project in Dallas County
– I’m a proponent on ongoing education

ECM - IT?

ECM - IT?
• Two Scenarios - No ECM Strategy
– Scenario 1
• Monday - Molly is logged on
• She is scanning Doc’s for PO
• She is also saving e-docs related to PO

ECM - IT?
• Two Scenarios - No ECM Strategy
– Scenario 1
• Tuesday Molly is out of the office
• Tom, the Auditor, needs to review the PO
• Tom logs on to the PC but can’t pull up the e-docs since they are in Molly’s profile

ECM - IT?
• Two Scenarios - No ECM Strategy
– Scenario 1
• Process not thought through
• Inefficient
• Delays in processing
• Not managed
• No easy retrieval method
• Security

ECM - IT?
• Two Scenarios - No ECM Strategy
– Scenario 2
• Office A scans work
• Each document is indexed
• Offices B, C, D, & E need copies

ECM - IT?
• Two Scenarios - No ECM Strategy
– Scenario 2
• Process to get copies:
– Call Office A
– Clerk answers and transfers to Scanning Clerk
– Scanning Clerk stops scanning, retrieves & prints document
– Office B, C, D, or E comes by to pick up copy

ECM - IT?
• Two Scenarios - No ECM Strategy
– Scenario 2
• Although an ECM Component is in place, a strategy has not been defined
• Inefficient
• Wasted resources – people and cash
• Not managed
• Security

ECM - IT?
• ECM is a methodology that provides for:
– Strategic Planning
– Focus on the processes
– Data integrity
– Security
– Efficiencies
– Transparency

ECM - IT?
• ECM is a methodology that provides for:
– Exception handling
– Records Management
– Life Cycles
– Compliance
– Disaster Recovery (Seamless transition)
– Vision

ECM - IT?

ECM – IT?
Enterprise Challenges - Decisions
• Budget Constraints
– Hardware/Software (Flexibility)
– Hosted/Inhouse
– Direct or Reseller
• Partnerships (No Silos)

ECM – IT?
Enterprise Challenges - Decisions
• Identify:
– Compliance requirements
– Security requirements
– Retention schedules
– Required licensing – modules, concurrent
– A Solution that fits the needs of your agency
– A Non-specific application
– Content Type & File Type
– Select Pilot Offices

ECM – IT?
Enterprise Challenges - Decisions
• Back file Conversion?
– Staffing
– In-house or External Firm

ECM – IT?
Hill County Enterprise ECM
– Evaluate existing processes
• Who is requesting document copies (Target Audience)?
• What is the process to provide copies?
• Is revenue generated from the copies?
• Is there flexibility to change?
• What is the volume?
• Where is the content originating? Is a standard format required or free-form?

ECM – IT
Hill County Enterprise ECM
– Evaluate existing processes
• Who is requesting document copies?
– County Departments
– Individuals, Attorneys, Businesses
• What is the process to provide copies?
– Mail, In Person, By Phone for County Depts
• Is revenue generated from the copies?
– Yes for Mail and In Person, No for Internal Requests
• Is there flexibility to change? Yes

ECM – IT
Hill County Enterprise ECM
– Evaluate existing processes
• What is the volume?
– General Rule available for # of pages in drawers/shelving
• Where is the content originating?
– Internally
– Externally
• Is a standard format required or free-form?
– No standard

ECM – IT
Hill County Enterprise ECM
Scenario – With ECM Strategy
– Scenario 2
• With Department Partnership - OnBase software access is expanded to:
– All District Clerk employees PC’s
– Judges & Administrators PC’s
– District Attorney, County Attorney PC’s
– Sheriff’s Office Chief

ECM – IT
Hill County Enterprise ECM
Scenario – With ECM Strategy
– Scenario 2
• Benefits
– Efficiency - Dept. Staff pull up content from their desktop -
– Allows employees to focus on job duties
– Enhanced Service to Constituents

ECM – IT
Hill County Enterprise ECM
Scenario – With ECM Strategy
– Scenario 2
• Benefits
― Cost savings - reduction In printing saves paper/toners costs, fuel savings
– Previously, if ten individuals needed to review a 10 page case doc
– 10 request * 10 pages = 100 pages printed
– Hard dollar cost to fulfill the requests $1.00
– Savings for every 100 pages not printed
» 1.00 + Time of 3 Employees
– This doesn’t include soft dollar savings and efficiencies associated with staff time

ECM – IT
Hill County Enterprise ECM
Scenario – With ECM Strategy
– Scenario 2 Implementation
• Utilized Onbase Concurrent Licenses
– Already licensed to Hill County
– No cost to add users
– License is not tied to user id
– Imaging licenses provide a client license
• Custom queries created in-house to speed up searches

ECM – IT
Hill County Enterprise ECM
– ECM Implementation & Strategy
• Make the most of the Tools that you already own
– Concurrent licenses
– Roll out to offsite locations to reduce fuel
– Give users direct query access to View rather print
– Drag and Drop
» Don’t print then scan – save paper
» Drag and drop case photos into OnBase rather than creating cd/dvd

ECM – IT
Hill County Enterprise ECM
– ECM Implementation & Strategy
• Make the most of the Tools that you already own
– Virtual Print Driver
– Site license - expand it to Departments printing to reduce paper/toner costs
– Example: OfficeDepot Order confirm via e-mail use VPD to bring into the ecm solution
• Create Custom Queries for efficiency

ECM – IT
Hill County Enterprise ECM
Departments using OnBase:
– County Treasurer
– District Clerk
– Elections
– IT Department
– Sheriff
– Auditor
– District Court
– County Judge

ECM – IT
Hill County Enterprise ECM
Number of OnBase users:
– 52
Key Modules
– Desktop Imaging (unlimited, 15 ppm,
30 ppm)
– Virtual Print Driver
– DIP
– Encrypted Disk Groups
– App Enabler
– Web Server
– CD Authoring
– Workflow
Key Processes using OnBase
– Scanning
– DIP
– Workflow (In Development)

ECM – IT
Hill County Enterprise ECM
– Where to Next?
• Transparency Initiatives over the web
• Any where access to content
– Web
– iPhone, Android, etc.
• Paperless Office in January 2013

ECM – IT
Hill County Enterprise ECM
– Future Projects – Space is money

ECM – IT?
1 st Phase of ECM – Small start – Big Goal
(Project Goal 12 Million pages per year – access from 1 to ~
60 users)

Sharon Camarillo, IT Director scamarillo@co.hill.tx.us
hillcountyit@airmail.net
Cell:254-337-7058
Thanks to Terri Jones
Hyland Software – Government Sector