IT Governance Business Case Rapid Review Module For NextRequest Communications
Background Requests for public records have increased substantially over the past few years, including the types of content that is being requested. As more records are being created, fulfilling those requests in a timely manner as required by law, as well as reviewing and redacting them to remove information exempt from the public records law is becoming more challenging. In April 2020, the Public Records Collection and Dissemination Project was approved during the IT Governance process to secure an enterprise public records management tool called NextRequest.
Current Business Problem •
The business case for the Public Records Collection and Dissemination project was approved, but the RapidReview module was not yet available for purchase and was not included with the initial project.
•
While the NextRequest software has the capability to review and redact documents, there are occasions where dozens or hundreds of documents and/or emails need to be reviewed and redacted. This requires the user to review and redact one document at a time which takes a great deal of staff time.
Current Pain Points • There is a manual and time-consuming process to review and redact documents and emails. • Does not have the ability to comment, which prevents users from collaborating. • Does not have the ability to zip files.
Desired Business Value City of Durham’s Strategic Plan Goal: Innovative & High Performing Organization Initiative: Develop and implement a continuous improvement model that includes evaluation and process improvement to analyze and improve city services. •
Streamline the existing records request process by adding the component RapidReview for the NextRequest software.
•
Improve overall compliance value at the city by retrieving, vetting and redacting files more effectively, accurately, and securely.
•
Review, organize, redact, and release documents faster which increases efficiency and responsiveness to requests and provides better customer satisfaction.
Future State Benefits Benefits of the RapidReview module will allow for batch processing of redactions, extraction, and work with other large file containers. •Review
documents and perform the redactions in a single session instead of multiple instances, saving time and increasing efficiency. •Extract PST and MSG files to review emails directly in NextRequest. •Create custom search patterns to increase efficiency in the batch redaction process. •Organize all files in a folder (zip file) for easy viewing and extraction. •Supported
document types: •Adobe Portable Document, MS Word, MS Word Open XML, Rich Text, MS Excel •MS Excel Open XML, MS PowerPoint, MS PowerPoint Open XML, MS Visio Drawing •MS Visio XML Drawing, OpenDocument Text, OpenDocument Spreadsheet, OpenDocument Presentation, •OpenDocument Math Formula, OpenDocument Drawing
•Documents
of other types will need to be converted to searchable format. It will be the responsibility of other departments to convert that document to the searchable format.
Recommended Solution and Analysis
Recommended Solution: RapidReview Module Description
A cloud-based communications retrieval and records management platform module update that improves the performance of the redacting process.
Pros
•Ability to remove sensitive personal information and other text that is exempt from disclosure. •Improve overall compliance value at the city by retrieving and redacting files more effectively, accurately, and securely. •Review, organize, redact, and release your documents faster which increases efficiency and responsiveness to requests and provide better customer satisfaction.
Cons
•
There will be some minor business disruption to the organization until users are proficient using the new tools as with any system
Rapid Review Module: Financial Estimate COST ESTIMATES Description
FUNDING Annual Run Costs (Hours)/ KTLO
Year 1 Costs (Hours)
Departmental Funding Amount:
$0
Labor $ (Hours) Internal TS: Business Analysis TS Services TS PMO Internal Department: Communications External: Professional Services
27 hours
0 hours
10 hours
0 hours
5 hours
0 hours
Project One Time Costs
12 hours
0 hours
Project Run Cost (External)
$6,562
10 hours
0 hours
*Total Project Funding Requested for Year 1 0 hours *Recurring Costs
$6,562
0 hours
Funding Requested (Y/N):
Non-Labor $ Hardware: Software: NextRequest Other:
$0
$0
$6,562
$6,562
$0
$0
*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor
Y
$0
$6,562
Risk Identification Description of Risk
Risk Impact
Mitigated (Y/N)
Contingency(Y/N)
Poor execution
Low
Yes
No
Project team turnover
Low
No
Yes
Vendor performance
Low
No
Yes
Cyber Security
Low
No
Yes
Mitigation Risk (Costs) •
No cost
Contingency Risk (Costs) •
No cost
Our Ask
We are asking the IT Governance Steering Committee to approve the business case for the Communications Department RapidReview Module for submission to the City Manager for approval and funding through the BMS department.