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Linking ECM and RM to GIS

By Mark Mandel posted 11-05-2010 11:15

  

One of the most interesting potential benefits of ECM and Records Management technology, especially for government, is linking the software solution to a Geographic Information System (GIS).

This approach allows a user to select a location on a map, and then request records related to that location.  This is extremely important to first responders in an emergency, but is also a very helpful way to locate information for all types of purposes.

This integration has been implemented in many systems for Federal, State and Local government, and the military.

A good example might be a structure incident - say a bridge collapse, a sinkhole, or a manhole cover blowing up.  First responders and investigators use the GIS system to locate the structure or area, then they request related information.  This can include building plans, permits, inspections, zoning information, infrastructure such as water, sewer, electrical, cable, phone, gas lines, to help determine the cause of the problem.

This approach can be used for a lot of other purposes as well, such as locating the source of an environmental spill, old abandoned toxic sites, or simply determining what effects might be triggered by a zoning change.

Records Management plays a significant role in this approach, by determining how long to keep related records, and in what format.  Digital formats are ideal for this purpose because they allow users to instantly access the information, based on their access rights.  Retention rules must be examined and updated to reflect the use of this information for this purpose. Retention periods may be lengthened based on the nature of this type of information and the potential for long term impact on the environment and future infrastructure needs.

I am interested to hear from users who may have implemented such a system, and what benefits were realized.



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