Today, 100% of the department's employees use Alfresco platform in some capacity to access information, and more than 5,000 documents have been uploaded into the system.
With the platform, users are able to find information much more quickly. Redundant information has been reduced and collaboration has improved. Alfresco has been easy to deploy to end users and is steadily eliminating the need for other content repositories.
Alfresco platform underpins the department's intranet site, serving as the repository for much of the content posted to the Drupal-based site.
As an added bonus, the platform was able to replace the department's manual microfilming process, eliminating the need to purchase two new microfilming cameras at an estimated cost of $200,000.
In the future, the department plans to leverage Alfresco platform as the basis for an extranet, accessible to all its partners, allowing these partners — particularly those in the emergency management space — to also collaborate on deliverables.
"We are in the early stages of piloting an extranet version of Alfresco that would allow a select group of key partners to access documents online," Weismann said. "There is a need to share reports and unstructured data with other agencies as well, so having the capability to securely share this information is extremely valuable to us."
An evaluation of Alfresco platform's Records Management module has been completed, and integration with existing sites is due to begin shortly. Eventually, the department plans to eliminate shared network folders once all existing content has been cleansed and transferred to the platform.
"Alfresco platform has improved collaboration and made it easier for many of our employees to find critical information," Weismann said. "It has saved us time and made us more efficient and productive."