Within one year, Collin County, Texas reduced records storage facility capacity from 104% to 74%, and a large part of this project’s success was due to a strong strategy for managing both public and confidential records. Join us to hear how Collin County implemented an organization-wide Electronic Records Management System (ERMS) and ultimately became a more open government throughout the process.

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Power to the People
Strategies for
Managing and
Opening Public Data
Applications Manager
Tim Nolan
L’Cena Parsons
Records Manager
Bala Palaniswamy
Senior Applications Developer

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 Caretaker of Information
 Cost Effective Preservation and Availability
of Records
 Ensure Mandated Retention Schedules
 Preservation Standards
 Purveyor of Trust
Records Responsibilities
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 No Retention Tracking
 Silos of Information
 Multiple Solutions
 Increase in Cases Filed
 Open Records Requests
 No backups
 Out of Space
 Security
Why ?

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Over Capacity

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 1st notice allows 30 days
 10 day grace period notice
 Notification of transfer of boxes within 5 days
of grace period
Records Policy
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 Electronic record is the official county record
 Same notification process as paper
 Documents outside of retention will not be
scanned
 Inventory sheets are required for intake
 Official request for transfer for storage or
shredding must be submitted
 Copies and/or drafts not accepted for
storage
 Shred Bins
Electronic Records
Shred ServicesBox Transfer / Intake
Paper Documents

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Reduce

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Enthusiastic Workforce

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 Tax Office
 County Clerk
 Healthcare
 Auditors Office
 District Clerk
 Juvenile Probation
 Sheriff’s Office
 Development Services
 Justices of the Peace
 Elections
Departmental Usage
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 District Attorney
 Substance Abuse
 WIC
 Constables
 Human Resources
 Medical Examiner
 Purchasing
 Jail Medical
 Public Works
 Facilities
Potential UsersTop Users

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Future Records Projects
Project Description
eRMS Retentions Retention verification and cleanup
eRMS Structure Record Series and folder structure cleanup
Microfilm Inventory Identify inventory by department and verify retentions
Tax Books Retention verification and archival of historical books
Backscanning Medical Examiner; Facilities; HR; DA; Comm. Court
Laserfiche Onboarding IT/Admin Travel; Internal Office automation
Records Policy Acknowledgement Automated acknowledgement of Records Policy
Warehouse shelf consolidation Merging of boxes from various shelves in warehouse
District Attorney – Paper Process Solutions to stop creation of future paper files
Workflow/Import Agent Fire Marshal, Dev Services, ODY Retention, Destruction
Notifications

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Beyond Records

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Agile Methodology
en.wikipedia.org/wiki/Scrum_(software_development)

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 Most of Laserfiche is exposed to
development team
 Invaluable in back-end integrations
 Utilized SDK to convert >1M images from
color to B/W
 Saving months of staff hours of manual
conversion
 Recovered disk space
Laserfiche Software
Developer’s Kit (SDK)
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 Odyssey Closed Cases
 Retention for case files
 LF notification when retention is met
 RT Lawrence property tax coupon and
check scanning
 Saves 10 days in processing
 Earned >$1M in interest
 Property Tax Lookup
 Affinity
 Saved $50K
 Motor Vehicle Receipts
 OCR Scheduler (MCCi)
 500 Boxes eliminated per year
 GIS
 Building permits with location
Integrations
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 Genealogy Corner
 Historic Marriage Licenses
 School Census Records
 Document Acknowledgement
 Personal Financial Statements
 eStamp
 Campaign Contributions
 Foreclosures
 Email Retention (Case related)
 Citizen Boards & User Groups
Application Development

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 Historic Marriage Licenses
 Historic School Census records
 WWII Veterans Book
 All Elected Officials
Genealogy Corner

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Document Acknowledgement

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 Drag & Drop Stamp
 Use for all filed documents
 Simple
eStamp
‘10
‘11
‘12

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 Drag/Drop case-related emails
 Automated workflow
 eRMS manages retention
 Purge after retention is up
 Simple
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Email Retention

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 Case-by-Case
 Pattern Search
• ie, SSN, TxDL
 Staff Review
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On-Demand Redaction

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Campaign Contributions

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 Fully Automated eRMS
 On-Demand Redaction
 Commissioners Court Packets
 Integration with GIS
 Integration with ERP
 Less Space
 Paper-less
The Future…
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Contacts
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L’Cena Parsons, Collin County, Texas
Records Manager
lparsons@co.collin.tx.us
972.548.5562
972.548.4193
Tim Nolan, Collin County, Texas
tnolan@co.collin.tx.us
972.548.4588
nolantim
@plotboy
TimNolan3
Bala Palaniswamy, Collin County,
Texas
bpalaniswamy@co.collin.tx.us
972.548.4517
http://bit.ly/BalaLinkedIn