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The Value of
Streamlining Your
Workflows with
Automation
Sept. 6, 2017
About the Speakers
Tyler MorrisProduct Director | Iron Mountain Government Services
Marisa BaniganProduct Manager | Iron Mountain Government Services
Streamline Workflows with Automation
Workflow Automation allows your agency to:• automate back office workflows• reduce your IT burden• avoid capital investment • reduce operating costs
Agency-Wide Workflow Automation
Capture Manage Access Integrate Measure Store
Records Management
Accounts Receivable
Accounts Payable
FOIA Response
Human Resources
Vendor Management
Workflow Automation - Federal Study
PURPOSE OF THE STUDY:
To find out what federal employees’ perspectives are on the impact of manual
vs. automated work processes, and future needs for automation solutions
58%39%
3%
Civilian
Department of Defense
Intel Agency
200 employees in Federal Government
responsible for records and data
management
Targeted Staff that Oversee / Implement: • Paper Records
• Back-up, archiving, destruction
• Electronic Data Storage
Top Business Titles: • Administrative Staff
• Information Technology Manager
• Project Manager
• Line of Business Lead / Department Head
Workflow Automation - Federal Study
• Information Security
• Digitization
• Electronic Data
Management
• Information Capture
• Improvements in
business processes
• Increase in Risk
• Compliance Issues
• Increased Cost
• Duplication of work and
low efficiency
• Loss of Information
• Apply Automation to
RM, Finance, and HR
• Ability to quickly
access documents
• Increase staff
productivity
• Decrease human error
BIG THEMES & TAKEWAYS
Priorities of Info Managers
Affect of Manual Processes
Efficiency Improvements
from Automation
Impact of Manual Processes on Government Activities
Proper technology/software
Commitment from agency executives
Properly trained agency staff
Moving Beyond Paper with Automation
56%Report manual-paper based processes slow down other work, reduce efficiency, and cause delays
74%Consider automating their paper-based processes somewhat to very important in helping meet M-12-18 deadlines
������������
‘VERY IMPORTANT’ WORKFLOW
AUTOMATION SUCCESS FACTORS IDENTIFIED
How have manual-paper based processes impacted
your work?
Storage requires
more space and
protective
measures.
Increases time to archive
and store documents.
Creates more stress
and cramped work
spaces.
Inability to drill down
into the info I need.
Takes a great deal of
space to store and
retrieve records.
Takes time away from primary work responsibility.
The more paperwork
there is, the more time it
takes to locate
documents.
Elements to Meet the 2019 Deadline
32%
32%
34%
38%
38%
28%
30%
30%
26%
24%
24%
30%
30%
36%
46%
48%
52%
55%
0% 20% 40% 60% 80% 100%
Cloud application use
Email and social media management
Assessing whether current classification schemes and
taxonomies need to be updated/rebuilt
Updating information governance practices
Automation of paper-based processes
Digital preservation
Information capture (i.e. digitizing hard-copy records such
as Microsoft Word documents, PDFs, traditional SMS texts)
Electronic records retention and disposition policies
Searchability and retrieval of digitized documents
Somewhat important Very important
The following elements were rated by how important they are
in preparing agencies to meet the 2019 M-12-18 deadline:
DIGITAL CAPABILITIES
RECORDS / INFORMATION INFRASTRUCTURE
Some agencies are making progress,
but many need more time…
Completion
10%
Implementation
39%
Planning
18%
Preliminary
Discussions
8%
Not sure
25%
Q: What Stage is Your Agency in the Automation of
Paper-Based Processes?
Completion
Implementation
Planning
Preliminary Discussions
Not sure
Benefits of Workflow Automation
�Staff efficiency & productivity
�Able to quickly access documents
�Compliance activities
�Citizen/customer experience
�Security of information
�Operating costs
�Human error
�Processing time
MEET DIRECTIVE GOALS AND DEADLINES FOR
A MORE EFFICIENT DIGITAL GOVERNMENT
HOW AND WHERE ?
High volume processes, eliminate creation of paper, agenda management
IMPACT$12m in savings in 6 months with automated processing
Central solution saved $7m in 18 months
Reduced storage costs saved $175K annually
Reduced cost of agenda creation from $44K per year to $6K per year
COSTcutting & savings
KEY STORIESState of PA Treasury
State of South Carolina
Allegheny County Register of Wills
Colorado Housing and Finance Authority
Coconino County, AZ
WHERE ?
Human services, human resources, Federal military, public record access
IMPACT40% caseload increase with the same staff, saving $200K/annually in staff costs
Manage a 600% increase in processing by adding only 30% more staff
Processes reduced from 8 days to 8 hours
Self-service stations provide document access
More with
LESS
KEY STORIES
Carver County, MN
Colorado Springs JPPSO
Canton City, OH School District
Chemung County, NY
Shift Toward Automated Processes And Workflows
Key Agency IT Platforms
How important are the following information
technology platforms for your agency?
Automation of
workflow processes
Document
automation
ECM / DM / RM
Systems
75% 73% 66%
Partners are Important
Eight in ten respondents state their agency is
likely to engage with an industry partner for
information capture, digital preservation,
and automation of paper-based processes.
Decision Making Criteria
Most Important Factors:
Cost Customization Compliance
Least Important Factors:
Vendor familiarity Gartner ratings Brand recognition
76% 66% 60%
46% 36% 29%
Recommendations /Next Steps
Getting Started
• Identify business need and value
• Identify processes that readily need help
• Document, measure, and analyze
• Understand level of sponsorship and buy-in
• Determine roles necessary for project team
• Identify key steps to help ensure success
• Plan for managing change
• Communicate, communicate, communicate
• Support for long-term success
Elements of a Successful Execution
Tyler Morris - Director, Product Management
Iron Mountain Government Services
Marisa Banigan - Product Manager
Iron Mountain Government Services
Secret Word:
Applesauce!
http://idcdocserv.
com/download/lc
US42464517
