IT DSP Findings & Recommendations

Findings and Recommendations City of Berkeley: Digital Strategic Plan and Cost Allocation Plan

October 17, 2016 v5.1

 Berkeley Police Dept. Public Records Request  Rent Board Case Management  The City lacks enterprise ECMS standards, i.e. an enterprise taxonomy (indexing system for all documents/records) required to maximize end user acceptance and use.  IT Focus Groups revealed the that OnBase is an underutilized platform for enterprise document management According to City staff, this results in the following:  Duplicate efforts and increased staff time.  Increased use and cost of paper.  Potential for human error, deleting or misnaming files.  Wasted time looking for information.  Redundant requests for information.  It can take a lot of staff time to find documents, across the City.  A lack of transparency.  A lack of version control or using the wrong version of documents.  Duplication of documents.  Cost of supplies (paper, toners, copier maintenance).  Exposure to legal risks; the City’s retention policy is not implemented consistently across departments.  Physical storage costs.  Electronic storage costs on multiple servers.  Vulnerable in disaster. Recommendations:  Carryout an assessment to identify ECMS implementation roadmap for all City departments using OnBase:  Imagine (scanning} module  Content management  Records Management, which is not currently being used for records disposition  Backfile conversion: scanning of very large quantities of hardcopy documents using a predetermined meta data scheme (taxonomy) to index and store scanned content. Backfile conversion includes stringent quality assurance practices to produce and transmit electronic documents in bulk for porting into the ECMS.  Develop a standard enterprise taxonomy.  Adopt the use of Imaging, E-Forms and E-Signatures where appropriate.  Adopt electronic submittals using OnBase as the ECMS.  OnBase Implementation:  Implement OnBase in phases so that it can act as a city-wide strategic business technology. It will provide a common access method to information for staff, management and the public, where appropriate.  Adhere to industry best practices in the implementation process; use a structured/best practice methodology, including standards, and carry out a formal roll out.  Integrate OnBase with the future redesigned City Website, using OnBase as the storage for content. Provide easy web access to documents/records to City staff, elected officials, and the public, with appropriate security levels.  Provide IT application specialists to support OnBase.

Digital Strategic Plan: Findings & Recommendations

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