The National Park Service

and

National Park System

August 31st, 2004

…the National Park Service cares for 384 National Parks in 49 states, the District of Columbia, Guam, American Samoa, Puerto Rico & the Virgin Islands...

Salem Maritime National Historic Site, MA

OCR Server

App Server & Oracle

IBM Records Manager

Internet Server

IBM Content Manager

Image Storage

# of processors

2 4 1 2 2 2

processorType

XEON XEON XEON XEON XEON XEON

processor speed

2GHz 1.9GHz 1GHz 1.9GHz 1.9GHz 500MHz

memory 2GB 3.4GB 1GB 2GB 2GB 1GB

drive and storage

34GB 300GB 75GB 30GB 75GB 500GB

The Hardware Behind I-Records

Requirements Met • Indexing scheme and metadata templates for various

types of electronic documents

• Ability to scan an image

• OCR (black & white only)

• Full-text indexing and search capability

• Sensitive classification of documents

• Redaction and mark-up capability

• Ability to generate reports

• Check-out & check-in of documents with versioning

• Routing and messaging

Scorecard Averages as of 3/26/2004feature

categoryvalue ease of

usePerform-

anceEffective-

nessReliab-

ility

input B D C C C

organize B C C B C

update &modify

B C B B B

collaborate B C B B B

output B C B B C

other B D D C C

Expectations Not Met• Lack of email integration

• Very unfriendly interface

• Not consistent with Windows standards

• Back-end database stored in flat structure

• Oracle 9i client required on each workstation

• Poor web client functionality

• Milestones missed at no fault of NPS

• Too timely or costly to customize/fix shortcomings

• Not ADA compliant

• and more…

Lessons Learned• Have vendor show you how it works with your records

• Technology implementers should not be advisors. Someone other than the implementer should gather requirements.

• Add specific performance requirements to the contract: i.e. user must be able to declare a record from the email app in xx seconds or less and a max of xx mouse clicks.

• Understanding business processes, reengineering those processes for an electronic environment, and determining document and information workflows are key to success.

… Lessons Learned Continued• Project schedule was too short for a project of this

scope and size. Requirements gathering and planning, done correctly, require a significant investment of time.

• Users expect an ECM system to be as easy to use as email

• Require that the product can be installed on desktops automatically (some products use no more than a web browser on the client)

• Product architecture should allow for easy product modifications (HighView does not)

Next Steps• Gather integrated project team

• Project management approach is key

• Determine strategy and scope

• Plan for business process assessment, electronic records assessment and requirements study

• Gather requirements

• Test potential products using your data

• Funding

Edie Ramey, Chief DSC Information Management, DSC/NPS

phone: 303 969-2168

email: edie_ramey@nps.gov

Bruce Littlehorn, Project Manager, Quality Technology Inc.

phone: 303 969-2520

email: bruce_littlehorn@contractor.nps.gov

Jannette Wesley, Technical Information Specialist, DSC/NPS

phone: 303 969-2131

email: jannette_wesley@nps.gov

The National Park Service cares for special places saved by the American people so that all may experience our heritage.