City of Belleuve SharePoint as ECM Platform with Gimmal Compliance
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Transcript of City of Belleuve SharePoint as ECM Platform with Gimmal Compliance
Building our ECM Platform with SharePointCity of Bellevue, Washington
Kyle Stannert - Assistant Director / Public Records ManagerCity Clerk’s Office
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
SharePoint as our ECM Platform
SharePoint as ECM includes standards for:
• Department Communication Sites
• Team Collaboration Sites• Project Collaboration Sites• Content Management
Red
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City of Bellevue – Our ECM Platform with SharePoint and Gimmal
Polic
ies
and
Sta
nd
ard
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–R
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sSharePoint as our ECM Platform
Sample ECM Core Team Decision Framework – Planning Stage
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
SharePoint as our ECM PlatformM
ain
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City of Bellevue – Our ECM Platform with SharePoint and Gimmal
User Saves Item in SharePoint
Required Metadata Confirmed
Final?
Sent to SharePoint
Records Center / Gimmal
Compliance Suite
ECM Staff Quality Control
Yes Disposition
Annual Usage Audit
No
SharePoint as ECM PlatformM
anag
ing
Rec
ord
s in
Sh
areP
oin
t -Li
fecy
cle
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
User Saves Item in SharePoint
Required Metadata Confirmed
Final?
Sent to SharePoint
Records Center / Gimmal
Compliance Suite
ECM Staff Quality Control
Yes Disposition
Annual Usage Audit
No
SharePoint as ECM PlatformM
anag
ing
Rec
ord
s in
Sh
areP
oin
t -Li
fecy
cle
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
User Saves Item in SharePoint
Required Metadata Confirmed
Final?
Sent to SharePoint
Records Center / Gimmal
Compliance Suite
ECM Staff Quality Control
Yes Disposition
Annual Usage Audit
No
SharePoint as ECM PlatformM
anag
ing
Rec
ord
s in
Sh
areP
oin
t -Li
fecy
cle
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
User Saves Item in SharePoint
Required Metadata Confirmed
Final?
Sent to SharePoint
Records Center / Gimmal
Compliance Suite
ECM Staff Quality Control
Yes Disposition
Annual Usage Audit
No
SharePoint as ECM PlatformM
anag
ing
Rec
ord
s in
Sh
areP
oin
t -Li
fecy
cle
Required Metadata Confirmed
Document NameDocument Title
Author
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
User Saves Item in SharePoint
Required Metadata Confirmed
Final?
Sent to SharePoint
Records Center / Gimmal
Compliance Suite
ECM Staff Quality Control
Yes Disposition
Annual Usage Audit
No
SharePoint as ECM PlatformM
anag
ing
Rec
ord
s in
Sh
areP
oin
t -Li
fecy
cle
Required Metadata Confirmed
Document NameDocument Title
Author
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
User Saves Item in SharePoint
Required Metadata Confirmed
Final?
Sent to SharePoint
Records Center / Gimmal
Compliance Suite
ECM Staff Quality Control
Yes Disposition
Annual Usage Audit
No
SharePoint as ECM PlatformM
anag
ing
Rec
ord
s in
Sh
areP
oin
t -Li
fecy
cle
Required Metadata Confirmed
Document NameDocument Title
Author
Once a file has been sent to the Records Center, the icon in a SP library changes.
If a user clicks on the file to view it, they receive a message with a link to the record.
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
User Saves Item in SharePoint
Required Metadata Confirmed
Final?
Sent to SharePoint
Records Center / Gimmal
Compliance Suite
ECM Staff Quality Control
Yes Disposition
Annual Usage Audit
No
SharePoint as ECM PlatformM
anag
ing
Rec
ord
s in
Sh
areP
oin
t -Li
fecy
cle
Required Metadata Confirmed
Document NameDocument Title
Author
Libraries for our Records.
Organized by Function just as our retention
schedule is.
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
User Saves Item in SharePoint
Required Metadata Confirmed
Final?
Sent to SharePoint
Records Center / Gimmal
Compliance Suite
ECM Staff Quality Control
Yes Disposition
Annual Usage Audit
No
SharePoint as ECM PlatformM
anag
ing
Rec
ord
s in
Sh
areP
oin
t -Li
fecy
cle
Required Metadata Confirmed
Document NameDocument Title
Author
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
User Saves Item in SharePoint
Required Metadata Confirmed
Final?
Sent to SharePoint
Records Center / Gimmal
Compliance Suite
ECM Staff Quality Control
Yes Disposition
Annual Usage Audit
No
SharePoint as ECM PlatformM
anag
ing
Rec
ord
s in
Sh
areP
oin
t -Li
fecy
cle
Required Metadata Confirmed
Document NameDocument Title
Author
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
User Saves Item in SharePoint
Required Metadata Confirmed
Final?
Sent to SharePoint
Records Center / Gimmal
Compliance Suite
ECM Staff Quality Control
Yes Disposition
Annual Usage Audit
No
SharePoint as ECM PlatformM
anag
ing
Rec
ord
s in
Sh
areP
oin
t -Li
fecy
cle
Required Metadata Confirmed
Document NameDocument Title
Author
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
User Saves Item in SharePoint
Required Metadata Confirmed
Final?
Sent to SharePoint
Records Center / Gimmal
Compliance Suite
ECM Staff Quality Control
Yes Disposition
Annual Usage Audit
No
SharePoint as ECM PlatformM
anag
ing
Rec
ord
s in
Sh
areP
oin
t -Li
fecy
cle
Required Metadata Confirmed
Document NameDocument Title
Author
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
• One system to support: streamlined approach for ECM Team
• End users embracing SharePoint as the centralized document and records repository for unstructured content
• Improved search and access for staff, and improved process for compliance holds (litigation & public records requests)
• Consistent application of records retention policy across multiple platforms and formats (email, physical records, ECM content)
• Reduced operating costs.
ECM Program Benefits
City of Bellevue – Our ECM Platform with SharePoint and Gimmal
ECM Strategy – Why SharePoint?
Estimated to achieve savings of $2M over 10 years
Oracle ECM Approach (2004-12) SharePoint ECM Approach (2013 ->)• Multiple components implemented between 2007 – 2012• 2012 budgeted components include:
Records Retention Module Integration with SharePoint
• Vendor approach will require investment in new Oracle hardware and contracted support of $50k+ / year by 2015
• Originally released as a collaborative tool with no ECM capability
• Now emerging as an ECM solution with some remaining functionality gaps
• Better fits within existing IT Infrastructure (Microsoft Office and associated systems and hardware)
Implementation PlanUse of SharePoint with Gimmal Compliance Suite moves the City’s management of electronic public records forward by:• Beginning shift to using SharePoint as the official ECM Repository• Implementing Gimmal Compliance Suite to fill known gaps in the SharePoint solution and provide records retention
functionality to enable compliance with state law • Providing consultant assistance to ensure baseline system is set up correctly
City of Bellevue – Building our ECM Platform with SharePoint
Thank You!
Kyle StannertPublic Records Manager / Assistant Director
City of Bellevue – City Clerk’s Office425-452-6021
@KyleStannert
www.linkedin.com/in/kylestannert