The District of Columbia (DC) Government had undertaken a major project to develop an integrated strategy for content management – an enterprise-level plan for supporting the content management needs across DC operations. DC commissioned Doculabs to assist it in developing this strategy.

The Challenge
DC government comprises an organization of 66 agencies, each of which presented varying requirements for content management and had disparate approaches for managing its content. Like other governmental entities, DC had seen a significant increase in the volume of electronic content, which was not being managed in a manner to facilitate cross-departmental access and information-sharing. Furthermore, new regulations such as FOIA, HIPPA, and Citizen Service presented increasing demands to provide information upon request. No District-wide standard for content management was in place, and many of its aging systems had become both inefficient and costly to maintain.

The Solution
Doculabs conducted a thorough analysis of the current state of document management in DC government, looking in detail at the operations of 15 departments with document-intensive operations, and conducting a benchmark assessment of the capabilities of existing systems. Doculabs then used its knowledge of the DC organization and its requirements, as well as its expertise on the ECM solutions on the market, to define a future state for ECM at DC and to develop a three-phased approach to achieving that future state. In addition, Doculabs developed a business case and a cost/benefit analysis for rolling out the recommended future state across DC. Finally, Doculabs created an ECM roadmap for how ECM capabilities would be implemented and rolled out in shared-services applications across the various agencies and departments.

Doculabs’ Value to the Client
In a 5-month consulting engagement, Doculabs provided a comprehensive assessment of the business, functional, and technical requirements for ECM across the 15 departments, helping the client to develop a vision and to create widespread support for an enterprise approach to the management of unstructured content. The business case and cost/benefit analysis helped DC understand the level of investment that would be required, as well as the benefits and efficiencies that would be gained from proceeding with its envisioned ECM strategy. The phased approach helped to ensure that the rollout of the new ECM standard in simpler applications would help a number of DC departments to achieve greater efficiency and other benefits early on, helping to justify further investment for the more complex applications to come in subsequent phases.