Digital Transformation Model
Reporting Chart
Workflow

Project information

Business Case: Client was required to store and secure documents relating to business operation, employee information, student information, and business systems.

    1. Much of this content was stored in physical paper format. Needed to be converted into electronic format.
    2. The existing scanning solution was obsolete and no longer an effective Enterprise Scanning option. Replacement of the legacy system had taken on urgency as there are discontinued modules throughout the system.
    3. The current system infrastructure and architecture was overly complex and difficult to maintain with internal resources becoming more limited.

Enterprise Content Management


ECM and Scanning Replacement using Laserfiche and Abbyy Solution:

IT Initiative description: The School District is planning to acquire a new content management system (CMS) to create and manage digital content, replacing an obsolete scanning solution, FileNet Capture Professional, and replacing the content management system FileNet ECM. The new CMS will facilitate the integration of school district document management, records retention, and offer an Enterprise Scanning Solution that will support these various departments as well as other large-scale scanning requirements/projects.

Problem Statement: School District is required to store documents relating to business operation, employee information, student information, and business systems. Much of this content is stored in physical paper format. The available options to convert this content into electronic format include an Enterprise scanning solution that can ingest this content from anywhere. The current scanning solution, FileNet Capture Professional, is obsolete and no longer an effective Enterprise Scanning option. The Strategic plan requires that technology used is consistent with Adaptive and Effective Software Systems that can focus on the Software Rationalization and Optimization. There is also the part of the IT Dept.’s strategic plan to include technology that can operate on the cloud.

Business Units were serviced by the legacy system but will immediately benefit with the newly implemented ECM include the following:

  1. Accounting (AR, AP and Payroll)
  2. Facilities – Maintenance & Operations
  3. Staff and Employee relations
  4. Student Enrollment
  5. Legal & Risk Management
  6. Beyond the Bell
  7. Human Resources
  8. Personnel Commission
  9. Student Records
  10. Transportation Services
  11. IT Departments
  12. Unified Enrollment
  13. Employee and Staff
  14. Training
  15. Special Education

Solution: ECM solution included the following functions and features:

  • Capture and ingestion of content in digitized file formats— Including scanning and automatic content generation or user-generated files. (supported formats should include .pdf and .tif file types)
    1. Repository services
    2. Capture and ingestion
    3. OCR – Optical Character Recognition
    4. ICR – Must support Intelligent Character Recognition (Hand-Written field recognition – limited use case).
    5. OMR – Must Support Optical Mark Recognition (Bubble Mark Recognition)/Scantron style.
    6. Support for Real Time Database lookup fields
  • Management and retention of digitized content files and associated metadata — Declaring and managing systems of record, information governance, content life cycle and metadata management.
  • Business processing of digital content — Workflow development and creation, integration with enterprise systems and data, line-of-business (LOB) process and purpose-focused applications.
  • User productivity working with digital content — Through effective access and navigation, search and retrieval, or interfaces to content files.
  • Platform services for digital content— Integrated content-related services and repositories, with support for integration with external applications, services repositories through connectors or customized interfaces using APIs.
    1. Content security — multifactor authentication, policies, malware scanning, classifications, SAML, key management, encryption in transit and at rest, legal hold
    2. Repository — native repository with support for multiple and external repositories
    3. Data management — geolocation, data residency, storage, disposition, backup and restore
    4. System optimization — usage statistics, scalability
    5. Deployment options — on-premises, cloud, hybrid, managed services
    6. Client interfaces — web, desktop, mobile apps
    7. Admin — central management console, policy management, usage dashboards, group management, user provisioning, content usage analytics and dashboards
  • Administration of digital content and platforms — Through administrative tools, dashboards or visualization to support the operation and management of the Content Service Platform.
  • Optional services— (for example, content analytics and BI, web content management, file sync and share) may be supplied through partners or integration. Features provided by partners must be tightly integrated with the vendor’s product and transparent to the end user.
  • Integration— Vendor must offer integration capabilities through publicly available APIs, native connectors, extensions, plug-ins and interfaces with Electronic Data Interchange (EDI), line of business (LOB) applications, HR management systems (HRMSs), CRM, ERP, Content Management Interoperability Services (CMIS) and so on.
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