eDocuments Alaska Department of Transportation & Public

eDocuments Alaska Department of Transportation & Public Facilities Electronic Document Management System (EDMS) Project Update Rick Kauzlarich State Right of Way Chief 02/02/2005

Agenda Document Management Defined Project Discussion - eDocuments eDocuments Demonstration Questions and Answers Software & Infrastructure Cost Project Summary Closing Discussion

Typical Office Tasks 90% still revolve around gathering and distributing paper 15% of all paper handled is lost, 30% of our time is used trying to find these lost documents. 1999 study by the Delphi Financial Group

Trends in Documents Produced Xplor International, Electronic Documents System Association

Document Management Defined The systems and strategies for the efficient storage, retrieval and management of electronic documents May include workflow for automation of business processes Systems interface with technologies such as Data Capture alongside categorization, versioning, records management and information management tools.

Management of Documents Designing information systems that use the document as the center - the document becomes the focus - not the application that created it.

What can I do with eDocuments? Load, share, and distribute documents in their native format (Word, Excel, AutoCAD, etc) Or convert to allow “read only” i.e., PDF Collaborate with others to create a document Extract information on forms Contribute content using Web browser Use “drag and drop” Search and retrieve documents Document editing and approval via automated workflows with email based notifications

State EDMS Evaluation Group Administration Community & Economic Development Corrections DOT&PF Education & Early Development Enterprise Technology Services Fish & Game Public Safety Revenue

Other EDMS Division of Personnel Grievance System – Stellent based Incorporates a form-based document architecture Permanent Fund Kofax Ascent Capture to scan, quality control, and store images for 650,000 paper applications Automated document forms recognition State Recorder’s Office Scan, capture and store data for 250,000 multipage documents

eDocuments Manages Info

eDocuments Manages Workflow

Pilot Project Vision - eDocuments To deliver an easy to use, highly scalable, searchable repository for DOT documents and records Integrates with existing applications (Word, Excel, AutoCAD, etc.,) and promotes sharing of information while reducing duplication and loss Supports the day to day workflows of AKDOT staff.

eDocuments Components 35 concurrent licenses on pilot system Test Servers (Back-up system needed) (Enterprise storage needed) Metadata and Security High speed Scanner Workflow example Appraisal Reports and Appraisal Review

Where we are today Pilot Project Hardware and Software Installed Test Servers: EDMS, Refinery, Database, Scanning, Storage Application Software: Stellent, Kofax (with custom scripts for Stellent), Adobe, MS SQL Scanning Workstation and Fujitsu Scanner Security Model designed and implemented Developed in conjunction with other AK Departments Metadata Model designed and implemented Developed in conjunction with other AK Departments

Current Status 800 Northern Region Airport Documents Scanned, Indexed and Checked into the System. ROW Hwy Project in the process of scanning, indexing and loading into eDocuments Developing workflow and implementation for Appraisal Reports and Appraisal Report Review Fee Appraisers will upload documents into the system

Security Leverages State LDAP Directory - internal Supports Integration with MyAlaska – external Supports All Stellent Implementations Fine Grain Control Within Departments External to Department for Sharing Supports Public Access Supports Thousands of Users Consistent with Best Practices

Metadata Supports All Stellent Implementations Facilitates Inter-Department Document Sharing & Collaboration Supports Industry Standards Defines Core Metadata Elements Supports Extension for Departmental Needs Can be Adjusted to Fit Specific Needs

Demonstration: eDocuments Web Access to the system Login with your existing State desktop username and password Search the repository for documents Metadata only Search Full Text & Metadata Search Electronic Document Desktop Checkin

Demonstration: Nelson Island 1. 2. 3. 4. Alaska Map Zoom to Nelson Island Zoom to Nightmute Double Click on: 1. 2. PDF Files that link directly to EDMS Test Hole Logs that link to a conceptual GIS Portal to the EDMS

Alaska Map

Zoom to Nelson Island

Zoom to Nightmute

EMDS GIS Conceptual Portal

How does EDMS deliver projects? Documents & information easily shared Documents are indexed allowing Staff / Contractors to find and access Information flows between DOT working groups Enables the automation of day to day work tasks, review and approval Facilitates collaboration on project information / development Remove barriers to access of information & documents

Operation Model for eDocuments Use the successful ROWDyS model Statewide distribution of software and hardware environment Regional administration of data and system utilization – Regions to create their own workflows Metadata design and Security managed through a DOT working group – liaison with other AK departments

What is the legality of eDocuments? Complies with a variety of laws and regulations DoD 5015.2 Certification for Records Management Ability to classify any document as a record – including emails, draft policies, manuals, etc Document can be “locked” or revisions can be tracked “Records Management Module” allows for the archiving of documents Also records the physical location of the documents

What we need moving forward Production grade hardware and software Data base servers Back-up and recovery Enterprise class storage System Management and Support Staffing – Contract or Staff Use the system capabilities Workflow Project Collaboration WEB Content Publishing Scanning and Document Management

Pilot Project to Production Level To bring to Production Levels 265,000 Hardware – Blade Servers 100,000 Clustered database servers Document refineries Backup and Recovery Enterprise Class Storage 65,000 1.5 terabyte (1,536 gigabytes) Servers Software & Licenses 100,000 Associate 35 licenses to new servers Adobe & Kofax software Annual Maintenance estimate 55,000

To bring SE/HQ to Production Estimated cost 265,000 Software 75,000 10 – 15 licenses Associate software with servers Hardware Servers 100,000 Enterprise class storage 65,000 High speed scanners 25,000 Annual Maintenance 55,000

To bring NR to Production Estimated cost 265,000 Software 75,000 10 – 15 licenses Associate software with servers Hardware Servers 100,000 Enterprise class storage 65,000 High speed scanners 25,000 Annual Maintenance 55,000

Project Summary The system allows access to information and content on a statewide basis; enhancing productivity and communication Supports integration with GIS - new and existing applications – or as systems are developed eDocuments is designed to provide DOT with advanced content management capabilities: workflow, collaboration tasks, tracking and scheduling

For more information Rick Kauzlarich Alaska DOT&PF State Right of Way Chief rick [email protected] 1-907-465-6962 / 1-800-467-6955