Virginia Enterprise Applications Program has a website that includes
information on the overall program as well as a specific write-up on
Enterprise Content Management and a link to the attached Benefits
Statement.  http://www.veap.virginia.gov/projects.shtml 

 

VEAP Enterprise Content Management (ECM) Initiative

Summary Benefits Statement

Enterprise Content Management (ECM)

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
provides an integrated approach to managing unstructured information
across an enterprise throughout the content's lifecycle. Unstructured
content can include "born digital" documents (e.g. Word, Excel, PDF),
media files (audio and visual), and scanned images of paper documents.
ECM can include solutions for scanning/document capture,
content/document management, workflow, records management, email
management, image management, web content management, and collaboration.
In summary, ECM is about delivering the right information to the right
person at the right time.

VEAP ECM Initiative

The VEAP ECM Initiative is focused on promoting the adoption of ECM
throughout the Commonwealth. To further this goal, VEAP is working
towards establishing an ECM Shared Services platform to allow small- to
medium-sized agencies that cannot justify their own ECM solution or
larger agencies wishing to pilot ECM in a limited fashion to take
advantage of this offering. An ECM Working Group comprised of
representatives from Commonwealth agencies and localities is designing
the model for the Shared Services offering. VEAP is also working towards
establishing an ECM Center of Excellence providing best practices,
implementation standards, re-usable components; and a set of core staff
comprising ECM architects, system administrators, business analysts, and
project managers to leverage across the Commonwealth. Further, the ECM
Initiative includes establishing a collaborative governance model to
serve in an advisory capacity for ECM Shared Services and individual
agency ECM implementations.

Benefits of ECM

The Commonwealth of Virginia has selected IBM FileNet as the software
standard for Enterprise Content Management (ECM) system implementations
across state agencies. While specific benefits vary from one agency to
the next, the document and records management capabilities available
through ECM consistently offer a wide range of benefits including:

* Improved productivity;

* Cost reduction;

* Cost avoidance; and

* Risk reduction.

Agency goals related to ECM implementation include:

* Operational Efficiencies

    o  Reduced volume of paper reduces physical storage requirements and
costs related to space, printing, copying, filing and distribution

    o Less paper exchanged during business workflows speeds the business
process

    o A shared document repository facilitates collaboration, eliminates
redundant copies of documents, and reduces disk space requirements

    o Automated application of retention policies reduces the effort
associated with records management and disk space related to improper
retention

    o The use of eForms and OCR scanning capabilities can reduce manual
keying

    o Stronger search capabilities make finding information easier and
faster

* Retention Issues

    o A searchable document repository, and appropriate destruction of
documents reduces the cost and time required to respond to FOIA,
eDiscovery and audit requests

    o Automated linkage to records management retention policies allows
appropriate retention and destruction of documents

    o Automated approval routings and document holds prevent improper
destruction of documents

* Security

    o The ability to digitally store documents in a secure repository
ensures confidentiality of information

    o Central storage and digital capture facilitates disaster recovery
options

Shared Services Goals

In general, IBM FileNet implementations are at an enterprise level and
are most cost effective for a large user base. In the Commonwealth,
there are agencies that want to share in the benefits of ECM, but are
too small in size (budget and number of users) to justify the investment
in an IBM FileNet system; or, are looking for a way to pilot ECM within
their organization as part of the decision process before expanding to
their own platform. The goal of an ECM Shared Services offering is to
provide a cost effective way for these agencies to participate. Specific
goals related to the shared services offering include:

* Cost savings for smaller agencies in implementing ECM functionality
using the IBM FileNet software

* Cost savings to the Commonwealth over the development of many
individual systems

* Achievement of the Governor's 'paper-less government' initiative
through improved digital capture, document storage and retrieval
services, and improved records retention and destruction

* Lowering of costs for development, integration, and maintenance
through the use of shared resources that include hardware and software
infrastructure, project management and administration, and reuse of
common design and software components

Point of Contact

Mike Davis

804-786-0531

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