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NM Department of Transportation (NMDOT) Document Imaging Implementation and Content Migration

NM Department of Transportation (NMDOT) Document Imaging Implementation and Content Migration. Executive Sponsor: Tom Church, Cabinet Secretary Business Owners: David Coriz, NMDOT Records Management Bruce Oakeley, NMDOT ISM Bureau Chief IT Records Management Division

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NM Department of Transportation (NMDOT) Document Imaging Implementation and Content Migration

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  1. NM Department of Transportation (NMDOT)Document Imaging Implementation and Content Migration Executive Sponsor: Tom Church, Cabinet Secretary Business Owners: David Coriz, NMDOT Records Management Bruce Oakeley, NMDOT ISM Bureau Chief IT Records Management Division Document Conversion – EDMS System Project Certification for Initiation and Planning January 22, 2014

  2. Overview Project Goals:1) Replace an obsolete document management solution with modern document imaging technology that NMDOT can expand on for many years.2) Migrate the current data to a new repository. Business Problem:The current document imaging system (IBM FileNet) is 13+ years old and NMDOT has been having some major problems with the software. The current, outdated system has 4+ terabytes of vital records that need to be preserved for many years to come. Desired Outcomes: Continue to certify electronic content as official Public Records: Improve service delivery to constituents Improve productivity Achieve cost savings Reduce risks associated with paper records. Certification Request: Approval of Initiation and Planning of this project, using $730,000 of NMDOT Road Funds.

  3. Business Opportunity Electronic Data Management Solutions (EDMS)provide opportunities to: Provide better, faster, expanded services to constituents Deploy e-Government and “paperless” solutions Reduce costs, streamline processes, improve productivity Automatically control compliance and risk factors Provide audit and security to meet mandated requirements Assess and improve records retention programs Collaborate with the State’s Multi-Agency initiative.

  4. Cost Savings NMDOT expects significant savings in: COM systems hardware and maintenance expenses Microfilm media expenses Microfilm hardware maintenance expenses Distribution expenses for COM and microfiche output Microfiche/microfilm reproduction expenses Storage space Labor for key entry, filing, and manual retrieval Report reproduction and distribution (avoiding millions of dollars in paper, toner and ink costs).

  5. Risks of Keeping the Status Quo Costs of printing documents that originate in electronic format Costs of maintaining NMDOT Official Public Records in paper Cost of locating records Physical storage costs Legal costs File maintenance labor costs Vital data loss for maintaining on outdated hardware/software Security risks Poor environmental conditions at current, off-site storage facility.

  6. Major Deliverables by Project Phase

  7. Total Cost of Ownership

  8. NMDOT Document Imaging Implementation and Content Migration Questions?

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