Records Management: Seamless Systems Synchronization

About the Program

Category: County Administration and Management (Best in Category)

Year: 2010

The County of San Diego Records Management software (Documentum) was integrated with the County’s third party off-site records storage vendor (Iron Mountain) inventory tracking software. This created a seamless, synchronized system that will allow departments to efficiently manage their off-site stored physical records. The new system enforces records management concepts beyond simply sending a box to a storage facility. It is an important tool because it helps the County stay in compliance with retention schedules, administrative policies, and promotes good records management practices. This project enhances the County Records program by utilizing technology that is innovative, repeatable, and not fundamentally difficult. The synchronization performs the following functions: automates the flow of sending/requesting boxes to and from Iron Mountain; automates records retention on boxes sent to Iron Mountain ensuring departments include destruction dates; creates a single system of record, eliminating the need for departments to use two applications to manage records; creates a single system of record, eliminating the need for departments to use two applications to manage records; creates a seamless transfer of data between the County and Iron Mountain; eliminates the need to print and fax paper forms; eliminates the duplication of data entry for both County and Iron Mountain staff; and creates the infrastructure for automated workflow of Destruction of Records.