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South Dakota Department of Transportation
Project Synopsis

Title: Electronic File Management Procedures for SDDOT
Project Researcher: ,
Project Manager:
Research Period: -
Cost: $0.00

Problem Statement:The South Dakota Department of Transportation (SDDOT) generates, processes, and/or maintains vast amounts of information on a daily basis. The information is extensive, multi-faceted, and important to the overall mission of the department. Varied business units within the SDDOT are responsible for diverse arrays of paper, electronic files, and data associated with all of the transportation-related processes and operations. The primary business functions include financial, planning, engineering, design, and operations/maintenance activities. The related documents can include the following:

  • Budgeting/accounting sheets

  • Various types of correspondence

  • Design documents/engineering plans sheets

  • Reports, memorandums, notices

  • Construction logs and other supporting documents

  • Billings and receipts

  • Legal documents, agreements, & contracts

  • Catalogued inventories (some on microfilm)

  • Policies/manuals

  • Maps and other graphical depictions

  • Overall, file management at the SDDOT has been very much "ad hoc" and the responsibility for performing file management activities has simply been individually assumed or ignored by all of the various business units within the Department. The proliferation of desktop PCs, LANs, and network file servers, coupled with ongoing needs to maintain paper and mainframe files now, and into the future, is creating a file/document management situation where there is an increasing loss of control.

    The Department is currently involved in the phased deployment of an Electronic Document Management System (EDMS). This effort is primarily focused on transportation construction projects, but there is a growing realization that the EDMS needs to be directly correlated to the enterprise-wide file management needs as they currently exist within the Department.

    It is conceived that a supporting file management plan (FMP) would help the Department to:

  • More easily locate files

  • Identify owners of files

  • Share files

  • Control access to files

  • Distinguish original or official files from working copies

  • Findings:

    Research Objectives:
    1  To assess the Department of Transportation's current file/document management practices and the existing capabilities to develop an enterprise-wide FMS.
    2  To design a FMS architecture for the Department that addresses the overall needs, eliminates existing deficiencies, provides a structure suited to the office-to-office process/operational flows, and inherently contains logical guidelines for performi
    3  To provide an implementation strategy for the Department that identifies all items to be addressed, categorizes the files/documents in a logical fashion, provides implementation schedules, and lays out work plans.

    Research Tasks:
    1  Meet with the project's technical panel to review project scope and work plan.
    2  Review and summarize literature, including: the Department's 2002 Strategic Plan, Information Systems Plan, information systems project plans, standards issued by BIT, SDDOT organizational charts, flow charts from Business Area Analyses' (BAAs) that
    3  Through interviews with SDDOT managers, staff, IRB, and the project technical panel, coupled with a thorough analysis of the Department's operational processes and associated files/documents, assess the Department's status, currently perceived needs,
    4  Prepare a technical memorandum summarizing the findings of tasks 1-3.
    5  Propose and present, for review and approval of the technical panel, the conceptual design for a well-structured FMS that is fully feasible to accomplish, and that will specifically address all of the Department's needs.
    6  Using the FMS architectural design approved by the technical panel, develop a fully documented implementation strategy that will address all of the SDDOT's file management needs, including: well-conceived file indexing schemes, logical locations/plac
    7  Refine the FMS implementation strategy based on feedback obtained from the technical panel and based on their review.
    8  Present and explain the FMS architecture and implementation strategy to the Department's Information Systems Review Board.
    9  Prepare a final report and executive summary of the literature review, research methodology, findings, conclusions, and recommendations.
    10  Make an executive presentation to the SDDOT Research Review Board at the conclusion of the project.

    Documents Available:
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