Client Profile
The Texas Commission on Environmental Quality (TCEQ) is the environmental agency for the state. The TCEQ strives to protect the state’s human and natural resources consistent with sustainable economic development. The agency’s goal is to maintain and conserve clean air, clean water, and the safe management of waste.
Challenges
TCEQ was faced with the challenge of migrating their data to Oracle WebCenter Content (WCC).
Technical Situation
To continue maintaining the Insight software the vendor required the TCEQ to migrate to SQL. With the agency’s foundation being Oracle, the agency made the decision to migrate to the Oracle ERM solution Web Center Content. Additionally, the agency needed to locate a software solution that would permit the integration of redacted records into the file room inventory. Since 2016, the agency has implemented document review and redaction process that examined electronic records produced through imaging document conversion and electronical records received from the program areas. These processes were necessary to address the Personally Identifiable Information (PII)/Confidential information located within Public records.
Netlabels is the agency’s primary tool to produce labels, the ability to output data from WCC was identified as a prerequisite to complete the migration to the new software.
The Insight application produced multiple reports to manage the file room (production, inventory volumes, classification information, etc.) PacoTech was asked to review back-end tables to produce reports that would contrast those produced within the previous environment.
Business Situation
TCEQ identified the need to migrate to Electronic Records Management (ERM) software that would integrate into their Oracle server environment. The previous ERM, InSight, originally operated with Oracle, but in 2016 the software’s vendor made the decision to exclusively work with SQL environments. Because of this, TCEQ needed a new software solution and identified the Oracle WebCenter Content (WCC) as a platform that would meet their records management needs for both physical and electronic records.
Over the last seven years the agency began moving from physical records management to electronic records. The previous ERM was updated with modules (add-ons) to accommodate this business need.
The agencies migration project was twofold; the migration of 3,079,205 items in the inventory and to customize the WCC software that would mirror the current environment to not disrupt file room services.
PacoTech had managed the Central File Room (CFR) since 2004 so the data was well organized at this stage which provided a solid understanding of the Records Center’s business requirements. PacoTech served as the subject matter expert (SME) working with the agency to create a mapping document for migrating the data.
A project team was required to ensure a successful project outcome.
The Project team consisted of the following:
- Subject matter experts (SME) (PacoTech Management)
- Key stakeholders (TCEQ Records Coordinator),
- IT staff (TCEQ IT),
- Software integrator vendor – with WCC experience (McLane / Team Informatics).
The WCC’s core function is based on the management of electronic records; since the agency’s CFR is predominately physical records customization was required. PacoTech was a key component of the development of written requirements and the design of system functionality. The agencies dedicated migration coordinator and PacoTech began the mapping process between the InSight and WCC systems in conjunction with the written requirements of the WCC.
PacoTech and the agency had to work with the WCC software vendor on detailed scripts that would integrate the metadata from the previous system into the WCC. With multiple sets of environmental records within the file room inventory, the task of consolidating the data into one template was necessary.
PacoTech prepared documentation to utilize for mapping taxonomy between the systems as well as revised and edit scripts that would update the data for the transition into the system. TCEQ IT members facilitated the process of finalizing the mapping documentation and oversaw the management of the project between the agency and the software vendor. Team Informatics implemented additional data mapping based-on business analysis from key stakeholders’ input.
Solution
PacoTech has been responsible for the TCEQ Central File Room since 2004; we were instrumental in developing mapping documents and manipulating data so the information could be migrated to the new system. The WCC has numerous functions that would meet the agency records management needs, but customization was required. As the SME PacoTech utilized their expertise to provide guidance to the vendor to create functions that would enable PacoTech to meet all the requirements established for the current work requirements and comply with TCEQ Records Management Guidelines. Key functions were the following:
- Acceptance of Electronic Records
- Management of Physical Records
- Customer Request Tracking
- Document Review and Redaction
PacoTech was tasked to develop training and procedure manuals for agency end-users and members of the public to review certain records within the file room’s inventory. PacoTech provided specialized metrics reports of file room statics for TCEQ management to monitor file room activity. These reports are also utilized by all Record Centers to assist in the management of the file room and to assess the efficiency.
Products and Services Used
The following is a list of products used for the solution.
- Reports – Crystal Reports – TCEQ IT and PacoTech
- Implementation/Initial system set up- TCEQ IT, PacoTech, Team Informatics
- Records metadata clean up – MS Access – TCEQ IT, PacoTech, Team Informatics
- IT support for implementation of migration of records – TCEQ IT, PacoTech, Team Informatics
- Equipment – Cannon Scanners, Barcodes Readers, Widtek Oversize Scanners
Services Provided by Other Groups or Companies
Team Informatics – Development and implementation of the WCC software Oracle and Canon.
90% Achievement
PacoTech consistently received Grade A on the Vendor Performance Report (VPR) for the entire contract term.
PacoTech has met or exceeded the agency’s expectation for Document Review and Redaction (DRR) every year and completed a large volume of imaging, even under circumstances outside of its control.
90% Positive Reaction
PacoTech has received positive feedback from TCEQ in the following areas.
- Exceptional customer service response
- Provided
- Order or service completed satisfactorily.
Result
The WCC upgrade enabled the agency to utilize software that could be maintained by multiple vendors, rather than the previous sole source solution. This flexibility allows the agency to manage the maintenance of the system, and enhancements that will improve the management of agency records. The system will also permit sets of records located outside of the Central File Room to be managed in the Oracle environment, consolidating resources and maintenance fees. A centralized system streamlines business processes agency wide.