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Prepared by: Gabriel D. Baca May 09, 2008

Prepared by: Gabriel D. Baca May 09, 2008. PERA Document Imaging System for PERA Board and Committee Minutes/Investment Contracts Project Certification Overview.

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Prepared by: Gabriel D. Baca May 09, 2008

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  1. Prepared by: Gabriel D. BacaMay 09, 2008 PERA Document Imaging Systemfor PERA Board and Committee Minutes/Investment Contracts Project Certification Overview

  2. Presenters:Gabriel D. Baca, IT Systems Manager 3 Public Employee’s Retirement AssociationTerry Slattery, DirectorPublic Employee’s Retirement AssociationGreg Portillos, PERA CIOPublic Employee’s Retirement AssociationLeonard Martinez, IT Systems Manager 4Public Employee’s Retirement Association

  3. PERA Document ManagementProject Synopsis • Provide PERA staff with the ability to content search through a repository of vital agency records. • Improve the response times, when responding to PERA Customers, Board Members and Public Information Requests. • Provide a disaster recovery copy of vital records in the event of a natural or man made disaster.

  4. PERA DMS Implementation The implementation will address the following deliverables: • Electronic Access to Records: Conversion of paper files to electronic images, which will be available to all PERA staff. • Content Searching: Provide content based searches throughout all of PERA’s vital documents, which will improve the current manual process of reading and searching through paper files. • Web Based Retrieval: Providing a web based retrieval program, which will insure that all PERA staff and members have access to documentation, with little maintenance to individual workstations.

  5. PERA DMS Architecture These servers will only be accessible inside of the PERA secure domain. However, due to the replication of data to the disaster recovery site we estimate a minimal effect on the State network. We are estimating a total of 1gb of additional data added to the network traffic per month.

  6. Certification and Appropriation History

  7. Project Stakeholders • Lead Agency – Public Employee’s Retirement Association of New Mexico • PERA DMS Stakeholders • Terry Slattery PERA Director • Greg Portillos PERA CIO • Gabriel D. Baca PERA IT Systems Manager 3 • Jane Clifford PERA Executive Assistant • Dominic Garcia PERA Deputy Director of Investments • Mark Sanchez PERA Records Manager

  8. Project Budget

  9. STRS DC Lifecycle

  10. Benefits to Stakeholders and Users • Improve Customer Service: Capture PERA records to improve the current manual process of researching vital agency records. • Improve Customer Response Time: Provide PERA staff with the ability to electronically capture, retrieve and burn to disk functions to aid in Requests for Public Information. • Enhance quality of operations and data sharing: Capturing electronic records data and storing the data in a centralized database for PERA staff and customers use and analysis.

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