The problem: the county was drowning in email. As a digital early adopter, it had a backlog of nearly one billion emails going back to the 1980s.
And its employees sent or received about 300,000 emails every single business day. They were having to spend hours of precious time every week just manually sorting emails when they could have been directly providing services. The IT Manager described the challenges: “Records management has been a big struggle within the county. Recently, we began trying to find a way to properly manage our digital records to increase transparency, to have records that are relevant and timely for the public, and also to make it easier for us when we’re searching records.”
The first step for the county was to replace its legacy content management system, which couldn’t keep up with the records burden. During a competitive bid process to find a solution that would work across all the county’s departments, the organization discovered the OpenText™ content management suite. “At the same time, we also discovered the automated classification solution, OpenText™ Magellan Text Mining. That was really the selling point for OpenText™ because we knew we wanted that follow-on functionality,” the IT Manager recalled.
Two years later, OpenText™ Content Suite is now the core content repository for the county with 750 users already leveraging the solution to control business content throughout its lifecycle. The number of users will eventually reach approximately 1,000, or a third of the county’s employee base. The solution is used by various departments for a wide range of functions such as Tax Assessment, Human Resources, the Prosecuting Attorney, and council meetings.
As the rollout of Content Suite continues in departments across the county, the team has now begun its initiative to establish and automate records classification and retention policies as part of a larger information governance plan. Classifying content helps the organization determine which records must be retained and for how long. OpenText™ Magellan Text Mining provides the automatic identification, classification, retrieval, and archival and disposal capabilities to support that process.
The team is taking a two-step approach to the initiative—first, classify each day’s new emails sent or received, and second, classify all historical email. The IT Manager described the monumental task: “We have deleted very few emails ever—we still have email going back to the 1980s. In fact, we have close to a billion emails sitting in our repository right now. Using OpenText™ Magellan Text Mining, we will be able to reduce the volume of records, so it can be searched more quickly and efficiently.”
The OpenText™ solution helps the county to better manage its records to maintain regulatory compliance, achieve cost savings, improve productivity, and deliver effective government via responsiveness and transparency.