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Linking ECM and RM to GIS

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One of the most interesting potential benefits of ECM and Records Management technology, especially for government, is linking the software solution to a Geographic Information System (GIS).

This approach allows a user to select a location on a map, and then request records related to that location.  This is extremely important to first responders in an emergency, but is also a very helpful way to locate information for all types of purposes.

This integration has been implemented in many systems for Federal, State and Local government, and the military.

A good example might be a structure incident - say a bridge collapse, a sinkhole, or a manhole cover blowing up.  First responders and investigators use the GIS system to locate the structure or area, then they request related information.  This can include building plans, permits, inspections, zoning information, infrastructure such as water, sewer, electrical, cable, phone, gas lines, to help determine the cause of the problem.

This approach can be used for a lot of other purposes as well, such as locating the source of an environmental spill, old abandoned toxic sites, or simply determining what effects might be triggered by a zoning change.

Records Management plays a significant role in this approach, by determining how long to keep related records, and in what format.  Digital formats are ideal for this purpose because they allow users to instantly access the information, based on their access rights.  Retention rules must be examined and updated to reflect the use of this information for this purpose. Retention periods may be lengthened based on the nature of this type of information and the potential for long term impact on the environment and future infrastructure needs.

I am interested to hear from users who may have implemented such a system, and what benefits were realized.

Comments

Submitted by Michael Shaw November 30, 2010 - 10:32 AM

Mark you are right on with Records Management plays a significant role with linking the software solution to a Geographic Information System (GIS).

We have been working with several state local and federal government offices to accomplish this

Benefits:
Reduced paper storage and retrieval costs
Long term document accessibility and preservation
Web access with GIS tool for document retrieval
Stand-alone extension available for any ArcGIS Desktop
Bringing GIS and Documents Together.
Find documents instantly by clicking on parcels or features
Apply geo-coordinates to groups of documents in a matter of seconds
Document authenticity secured by the USPS Electronic Postmark (EPM)
Compliance with many regulations including GASB-34 and NPDES

City/County offices:
Chester County:
The Chester County, Pa. Conservation District has integrated a docSTAR™ imaging system with an industry leading geographic information system (GIS) software product in a powerful, but easy-to-use records management solution that has dramatically accelerated the organization's access to critical information.
http://www.docstar.com/resources/case-studies/15-government-case-studies/131-docstar-linked-with-gis-software-to-speed-document-access-for-chester-co-conservation-district


Canden NJ:
http://carma.ci.camden.nj.us/dswv/


Airport:
http://www.geo-jobe.com/blog/2010/10/28/airport-gis-how-baton-rouge-metropolitan-airport-is-taking-airport-gis-to-the-next-level/

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