Enterprise Content Management Initiative
Initiative Manager Mike Davis, VEAP (804) 786-0531
Michael.Davis@veap.virginia.gov or ECMINFO@veap.virginia.gov
YOU are Invited – ECM Kickoff, September 10th!
Come learn about a cost-effective way to implement Enterprise Content Management (ECM) in your office. On September 10, 2009, the ECM Workgroup will host the ECM Kickoff event at the Patrick Henry Building.
Work smarter. Save money. Protect state records.
Click here for more information about this event
Below are the Enterprise Content Management Initiative details that can be found on this page:
- Definition of Enterprise Content Management
- ECM Initiative Vision
- ECM Initiative Goals
- ECM Shared Services
Definition of Enterprise Content Management
The Association for Information and Image Management (AIIM) defines ECM as the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM allows organizations to manage their unstructured content, which includes scanned images of paper documents, “born digital” documents (e.g. Word, Excel, and PDF), emails, media files (audio and visual), XML files, CAD drawings, and web pages. ECM provides an integrated approach to managing unstructured information across an enterprise throughout the content’s lifecycle. ECM can include solutions for scanning and document capture, content/document management, automated workflow, records management, email management, web content management, and collaboration. In summary, ECM is about delivering the right information to the right person at the right time.
To provide Commonwealth-wide ECM capabilities that support:
- Digital repositories of unstructured content that are secure and easily accessible by constituents across the Commonwealth
- Constituent and employee self-service
- Accurate, current, complete, timely, consistent, and cost-effective information
- Substantial agency adoption of ECM solutions
- Improved service levels provided by the Commonwealth to its constituents
- Advance an ECM solution standard for the Commonwealth
- Enable agencies to ‘go paperless’ by reducing the use of paper for the processing and storing of information
- Promote e-Government self-service through the use of eForm technology
- Improve inter- and intra-agency business processes through improved flow of information
- Enable agencies to meet and respond to compliance mandates
The following provides the ECM Benefits Statement drafted by the ECM Working Group: ECM Benefits Statement.
To allow agencies to benefit from ECM in a cost effective manner, an ECM Working Group comprising representatives from 12 agencies and localities collaboratively designed an ECM Shared Services offering in consultation with VEAP. The ECM Shared Service is a single solution platform based on the IBM FileNet ECM software suite that is utilized by multiple agencies and localities. Agency content is stored in a consolidated ECM repository with appropriate security to control retrieval access. Each participating agency or locality shares in the use and corresponding costs of the hardware, software, and support resources that comprise the offering.
Who is providing ECM Shared Services and what is included?
The ECM Shared Service is slated to be offered through a partnership between Virginia Correctional Enterprises (VCE) and VEAP. The hardware and software will be hosted by VITA while VEAP’s ECM Center of Excellence core staff will provide support and administration of the solution. The ECM Shared Service will provide the following core functions:
Function |
Description |
Scan Interface |
The ability to accept scanned documents and metadata from industry standard scanning and document capture software to index and provide long-term storage in the content repository. |
Store |
The ability to accept, index, and provide long-term storage of content. |
Search |
The ability to perform content searches based on a set of stored metadata and full-text search. |
Retrieve |
The ability to view selected content, typically as a result of a performed search. |
Records Management |
The application of Library of Virginia-approved retention and disposition schedules to facilitate appropriate retention and timely destruction of records protected by the Code of Virginia. |
Basic Security |
The use of security provisions to require appropriate authentication and authorization to search, retrieve, view, add, and modify content. |
Email Management (Manual) |
The ability to manually capture, index, and store emails (e.g. drag & drop to folder in Outlook) into the content repository. |
Simple Workflows |
The use of simple workflow capabilities including acceptance of scanned image content and simple linear step processes (e.g., three-step approval workflow). |
In addition, agencies may take responsibility for implementing more complex or agency-specific functionality in the Shared Service, including the following:
Function |
Description |
Scanning |
The ability to scan paper documents and capture corresponding document metadata from industry standard scanning and document capture software. |
eForms |
The ability to capture data via an electronic form. |
Workflow Management |
The use of business process workflows to automate business functions and streamline repetitive, manual tasks. (These are more complex than the Simple Workflows listed above.) |
Conversion |
The migration of imaged and/or “born digital” content and metadata from an existing environment to the shared services environment. |
Email Management (Automated) |
The ability to automatically capture, index, and store emails (e.g. based on keyword, pattern match, destination inbox, etc.) into the content repository. |
Integration |
The communication between the ECM solution and a separate, external system to provide, accept, or access data and information. |
What does it cost to participate in ECM Shared Services?
Participating agencies pay for use of the service through a flat monthly per user fee. At the current time, this price is estimated at $55 per user per month. VEAP is in the process of validating certain software and hardware costs; therefore, the price is subject to change as the overall cost of the offering and number of participants is refined. Please note that agencies/localities will also bear other costs to be added to the platform and for functionality outside of the Shared Service core functions.
When will ECM Shared Services be available?
VEAP is targeting the fall of 2009 for the ECM Shared Service to become available for use. For those agencies or localities interested in participating, please contact VEAP to discuss whether ECM Shared Services is a fit for your organization and if so, steps to take to prepare to participate (see contact information at top of page).
