eDocuments

Alaska Department of Transportation & Public Facilities

Electronic Document Management System (EDMS)

Project Update - 02/02/2005

Rick Kauzlarich
State Right of Way Chief
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 multi-
page 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 Check-in
Demonstration: Nelson Island
1. Alaska Map
2. Zoom to Nelson Island
3. Zoom to Nightmute
4. Double Click on:
1. PDF Files that link directly to EDMS
2. 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_kauzlarich@dot.state.ak.us
1-907-465-6962 / 1-800-467-6955