Document Management
Resources Cabinet Panel
September 2006
Hertfordshire County Council
www.hertsdirect.org
Document Management
• Electronic Document (and records)
Management (EDRMS)
• The Benefits for Hertfordshire
• Key Principles at HCC
• Update on Programme – The Electronic
Social Care Record
• Issues
Hertfordshire County Council
www.hertsdirect.org
Hertfordshire County Council
www.hertsdirect.org
EDRMS?
• The storage and management of documents
and records in electronic form
• Uses specialised software – the electronic
filing cabinet – but enables much more
• Enables delivery of benefits in terms of
improved working practices and efficiencies
of business processes
Hertfordshire County Council
www.hertsdirect.org
Supports Automated and Measured Workflow
Start
Work
Decision
Approval
?
?
Hertfordshire County Council
www.hertsdirect.org
Job
Done!
So what is it all about?
For the 10 offices that
moved to Apsley 1 there was
2,115metres of paper filing
At Apsley 1
There was only space for
968 metres
of paper filing !!
Hertfordshire County Council
www.hertsdirect.org
Making The Business Case / Making it Happen
• For Apsley 1 we reduced office storage by
54% (35% - 88%) (but we plan to do better!)
– Only 2 areas are currently used for storage of
active client files and these will shortly not be
required
– Each staff member has only 1 metre personal
storage space
Hertfordshire County Council
www.hertsdirect.org
Do we need to convert all our paper ?
705
801
Active
Closed
Hertfordshire County Council
www.hertsdirect.org
• NO – For Apsley 1 Over
50% of the records were
closed
• These can be archived
off-site
• The rest was either
recycled or kept
electronically
The Benefits for Hertfordshire ?
• Improved processes - e.g. enforcing workflow and
approval associated with particular document types
• Efficiencies – less paper storage, reduced
administration/postage and logistics costs, documents can
be accessed by more than one member of staff at any one
time.
• Meeting government targets (e.g. Electronic Social Care
Record)
• Supports Freedom Of Information
• Records only destroyed when appropriate
• Legal admissibility no longer an issue in most areas – will
support effective retrieval of key documents in such cases
Hertfordshire County Council
www.hertsdirect.org
Key Principles At HCC
• We ARE using a single corporate system
• That Corporate System is already licensed for
HCC = Hyperwave (records management society
accredited)
• All new systems acquisitions are stating use of
Hyperwave as obligatory – e.g. Hermis
replacement
• Documents and Records will be stored according
to HCC classification scheme (see Connect)
• Documents and Records will only be deleted in
line with HCC Disposal Scheme (see Connect)
Hertfordshire County Council
www.hertsdirect.org
Current Projects - The Electronic Social Care
Record
• All client files were held in paper form
• Government requirements stipulate moving to
electronic records
• CSF and Adult Care now actively engaged in
“Hyperwaving” those key files
• Care Workers to access electronic care files
directly from the IRIS system (automated link)
• Electronic files structured in similar way to original
paper files
Hertfordshire County Council
www.hertsdirect.org
Moving to the electronic social care record
• New secure structure has been implemented in
Hyperwave
• Active client files are being scanned and indexed
• When documents are created they are saved directly into
the system (ie straight from word, excel)
• Incoming information on paper is being scanned
?
Hertfordshire County Council
www.hertsdirect.org
Hertfordshire County Council
www.hertsdirect.org
Progress to date
• Hyperwave document management live - 29 August 2006
• Scanning operation in place in Apsley
• Back-scanning of files for Apsley 1 and 2 commenced start
June 2006
• CSF – training started mid June 2006
• Scanning of files for Apsley 2 will continue through to
December 2006 – One third of all CSF files already
scanned.
• Adult Care scanning has commenced (August)
• Two CSF teams live a further three going live 15th
September
Hertfordshire County Council
www.hertsdirect.org
Issues
• Tensions over appropriate security levels – legal
versus operational position
• Engagement of staff in departments – this is NOT
primarily an IT project (the IT is already in place)
• Maintaining cross county scanning operations
(monotonous work but with high responsibility and
security clearance)
• Take up of training – requisite basic ICT skills
Hertfordshire County Council
www.hertsdirect.org
Where Next?
• Completion of roll-out to ALL CSF and ACS staff
• Hermis and all other systems replacement projects to
embrace Hyperwave Document management forthwith
• ALL departments to establish implementation teams to
engage with corporate team – engagement underway with
Fire and Environment
• An end to storage on “drives” C:/ H:/ S:/ etc. All documents
will be stored in Hyperwave
• Vision – Target to achieve complete adoption across HCC
(stand alone documents and systems) by end of fin year
2007/8!
Hertfordshire County Council
www.hertsdirect.org
What will it achieve in the future?
• Necessary to continue meeting government
targets and obligations
• Lays common foundations for further
document/process work
• Enables TWWW vision – e.g. cannot
achieve staff to space ratio without it.
Hertfordshire County Council
www.hertsdirect.org
Questions?
Hertfordshire County Council
www.hertsdirect.org