Information Management

Enhance Data Usability and Expand Data Sharing through preparing data in formats that allow it to be used more effectively across multiple devices and formats. Creating and storing existing data in common formats understood by many technologies makes it easier to locate and use information. Whether by combining geographic information with web content or online document repositories, Information Management helps present your information in understandable and accessible formats for use and sharing.   

Improve Compliance/Accessibility/Reduce Risk by creating new data and modifying existing data to meet standards. Information in compliant formats will improve usability, reduce litigation risk, and comply with County records retention schedules and legal requirements such as ADA, the California Public Records Act and others. Moving files to electronic formats allows records to include metadata crucial for searches in public requests and litigation and electronic records are less likely to be lost or destroyed. Electronic records are stored in the County data center, one of only four County buildings that meet guidelines for an “Essential Services” designation (rated to survive a significant seismic event and still remain functioning).

Introduce Opportunities for Cost Reductions by converting paper records to electronic format and using trusted storage systems will allow departments to destroy paper records and reduce the volume and associated costs of physical records stored in the County Records Center. Through effective management of stored data, the administrative burden can be reduced for common types of information requests such as audits, public records act inquiries, academic studies and historical records.

Teams

Document Management

Using methods and strategies to capture, manage and deliver content, documents in all formats are processed into the system and converted to electronic format. Utilizing trusted system storage authenticates that documents from capture to storage are genuine. Business rules and user roles are used to define workflow processes and to design improved access to the forms used most often. Document retention and purging is automated according to the established schedule.