Information Management
As the primary County agency responsible for data stewardship the Information System Department has an opportunity to assist departments and agencies to serve the community by effectively distributing, using, managing and storing the data they collect.
The comprehensive Information Management Division has been established to enhance data usability and expand data sharing, to improve compliance/accessibility and reduce risk, and to introduce opportunities for cost reductions.
Goals
Enhance Data Usability and Expand Data Sharing through preparing data in formats that allow it to be used more effectively across multiple devices and formats. Creating and storing existing data in common formats understood by many technologies makes it easier to locate and use information. Whether by combining geographic information with web content or online document repositories, Information Management helps present your information in understandable and accessible formats for use and sharing.
Improve Compliance/Accessibility/Reduce Risk by creating new data and modifying existing data to meet standards. Information in compliant formats will improve usability, reduce litigation risk, and comply with County records retention schedules and legal requirements such as ADA, the California Public Records Act and others. Moving files to electronic formats allows records to include metadata crucial for searches in public requests and litigation and electronic records are less likely to be lost or destroyed. Electronic records are stored in the County data center, one of only four County buildings that meet guidelines for an “Essential Services” designation (rated to survive a significant seismic event and still remain functioning).
Introduce Opportunities for Cost Reductions by converting paper records to electronic format and using trusted storage systems will allow departments to destroy paper records and reduce the volume and associated costs of physical records stored in the County Records Center. Through effective management of stored data, the administrative burden can be reduced for common types of information requests such as audits, public records act inquiries, academic studies and historical records.
Teams
Document Management
Using methods and strategies to capture, manage and deliver content, documents in all formats are processed into the system and converted to electronic format. Utilizing trusted system storage authenticates that documents from capture to storage are genuine. Business rules and user roles are used to define workflow processes and to design improved access to the forms used most often. Document retention and purging is automated according to the established schedule.
Geographic Information Systems (GIS)
The Geographic Information Systems Team produces high-quality cartographic images and applications to assist a wide variety of customers with day to day work processes and decisions. GIS also maintains the spatial data that supports geographic functions throughout the County.
Web Services
The Web Team serves both county departments and agencies, community-based organizations as well as the public at-large who increasingly turn to web pages for information on county processes. The group is responsible for web site programming, design, development, maintenance, and web hosting needs. Services also include: planning & strategy, web and SharePoint© site and database development, testing, service engine optimization as well as custom services based on business requirements.
Records Management
Departments and agencies can depend on safe storage, retrieval and disposition of records at the Records Center. The Courier Service provides a secure and timely system of pickup and delivery of US mail, inter-departmental mail, packages, and records. Centralized mail room processing results in discounted postage costs to all.