The MER Experience
The 25th Year of Delivering Premier Electronic Records Management Education

Session 09: CASE STUDY: How Pitkin County Manages its Records in Google Apps

Using the cloud for an information infrastructure is more than just dumping data onto a file share located somewhere in cyberspace. This session tells the story of how Pitkin County (Aspen, Colorado) is implementing content management in the cloud through Google Apps.  It describes the suite of tools selected and how they are expected to function.

Attendees of this session will learn the technical and policy details around migrating shares to the cloud, automated email management, auto-categorization, and user adoption and the speakers will provide potential solutions for attendees grappling with how to manage their hybrid (Google Apps and on premise) storage environments.

The Pitkin County Enterprise Content Management System (ECMS) is designed to facilitate transparency (openness), efficiency (time saved), and accountability (complete, accurate, timely information) and to provide one entry point to search all County records. To accomplish this, the ECMS will provide a suite of modern tools that automate controls on the creation of County information through final disposition.

The ECMS will save the County money, reduce inefficiencies, support compliance, and assist in meeting the County’s strategic organizational values by promoting public trust and confidence in County Government through the management of its information assets.

The session will describe the products selected for the ECMS and explain their purpose. It will also discuss strategies for tackling organizational barriers introduced by moving content management to the cloud.

This is just the beginning of Pitkin County’s journey to the cloud.  Their story will help you explore opportunities, challenges, and solutions related to Google Apps and other cloud-based collaboration tools.

Speaker: Susan Sullivan

Susan J. Sullivan, CRM has been managing electronic records since 1982 in the nuclear power industry and in Government. She directed the U.S. National Archives (NARA) Corporate Records Management Program where she implemented Capstone email management and the led their shared drive cleanup initiative. Previously, at NARA, Susan developed electronic recordkeeping guidance under the Chief Records Officer. In 2010, she received the AIIM Distinguished Service Award for her contributions to the PDF/A Standard. Susan is currently working as the ECM System Manager at Pitkin County (Aspen, CO) where she is pursuing transparent content management in Google Apps.