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Rockefeller College of Public Affairs and Policy

UAlbany Center for Technology in Government Develops Content Management Tools for Federal and State Agencies

ALBANY, N.Y. (January 31, 2013) – The Center for Technology in Government (CTG) at the University at Albany has developed content management tools to help Federal and state agencies achieve transparency and open government. These tools are designed to more effectively and efficiently manage vast amounts of information, reduce costs, eliminate inefficient paper-driven processes, and comply with e-discovery requirements.

CTG Director of Innovative Technologies Derek Werthmuller
Center for Technology in Government Director of Innovative Technologies Derek Werthmuller

In collaboration with the New York State Homes and Community Renewal (HCR) agency, CTG researchers used business process mapping to develop and pilot an Enterprise Content Management (ECM) strategy to integrate core business processes, associated records and other information resources into an agency-wide ECM system.

"A comprehensive ECM strategy can be a powerful tool in this era of government restructuring and downsizing. A strategy incorporating policy, management, and technological components will enable agency staff to transform work practices and continue improving services to our customers," said Duane Averill, assistant director, Data Processing Technical Services, HCR. "CTG provided the necessary 'how to' guide and a set of practical tools for us to implement such a strategy."

- CTG provided the following services for HCR:
- Explored the capabilities of HCR’s existing technology tools and identified the business process to be used as a pilot during the project;
- Mapped out the selected core business process and its information relationships to improve the process, identify key records, and determine the records to be retained in the ECM system;
- Identified records retention requirements and security classifications;
- Mapped the business process and associated documents to the ECM system; and
- Developed project report, templates, and tools and products for agency wide implementation.

The outcome resulted in a set of tools and strategies that can be applied to any organization seeking to develop strategies for improved information access, business process efficiency or improvement, e-discovery, or general information or records management issues.

These tools include ECM Strategy Five Step Intake Process and Guide to Business Process Analysis for an Enterprise Content Management Intake Process, a "how to" guide including scripts and templates on conducting a BPA that can support the intake of program units records into an ECM.

"For more than a decade, government agencies have been under pressure to use information technologies to be more efficient and productive while reducing costs," said Derek Werthmuller, director of innovative technologies, CTG. "However, the implementation of these types of systems is no simple matter and requires attention and investments be made in management and policy capabilities, as well as technology."

Learn more about CTG's projects.