Document Management and Imaging Program

About the Program

Category: Information Technology (Best in Category)

Year: 2018

Countywide strategies and technology solutions for document imaging, document management and document sharing are critical to achieving Hennepin County’s strategic goals. The Document Management and Imaging (DMI) program was implemented to address challenges with current approaches that were no longer supported, decentralized, inconsistent and to some degree, redundant. • The DMI program established FileNet as the county’s enterprise electronic content management platform. o It is the county’s solution for data and information defined as “government records” or “government data”. • The DMI program has effectively delivered FileNet capabilities to 90% of county departments. All employees can access FileNet in some way. The program delivered measurable business value by: • Securing and protecting county information. • Optimizing customer service to citizens by improving the flow of information between departments and a faster processing time. • Reducing the hard costs of paper, content management and storage. Reduced use of paper also supports green initiatives. • Enhancing operational efficiency by reducing document search and management time. • Consolidated multiple file management systems. The benefits of the countywide document management system: • Residents get information more quickly. • Staff can upload, search and index documents easily and accurately. • The county has a single place for document storage, enabling departments to easily share information. • Departments can: o Catch up on any backlogs of imaging and convert to electronic documents. o Save on physical storage costs by creating a platform to convert to digital. o Lower support costs for document management and storage. Countywide strategies and technology solutions for document imaging, document management and document sharing are critical to achieving Hennepin County’s strategic goals. The Document Management and Imaging (DMI) program was implemented to address challenges with current approaches that were no longer supported, decentralized, inconsistent and to some degree, redundant. • The DMI program established FileNet as the county’s enterprise electronic content management platform. o It is the county’s solution for data and information defined as “government records” or “government data”. • The DMI program has effectively delivered FileNet capabilities to 90% of county departments. All employees can access FileNet in some way. The program delivered measurable business value by: • Securing and protecting county information. • Optimizing customer service to citizens by improving the flow of information between departments and a faster processing time. • Reducing the hard costs of paper, content management and storage. Reduced use of paper also supports green initiatives. • Enhancing operational efficiency by reducing document search and management time. • Consolidated multiple file management systems. The benefits of the countywide document management system: • Residents get information more quickly. • Staff can upload, search and index documents easily and accurately. • The county has a single place for document storage, enabling departments to easily share information. • Departments can: o Catch up on any backlogs of imaging and convert to electronic documents. o Save on physical storage costs by creating a platform to convert to digital. o Lower support costs for document management and storage. o Automate simple or complex workflows.