Records Management ARPA SLFRF Quarterly Report (June 2022)

Summary

A quarterly report dated 6/30/2022 on the Records Management initiative of the Virginia Department of Health (VDH), funded through the American Rescue Plan Act (ARPA) State and Local Fiscal Recovery Fund (SLFRF). It states that VDH seeks to digitize and automate its paper-based records management processes. It reports that VDH completed current state assessments of three priority offices and kicked off scanning activities with the Office of Drinking Water, and it lists activities planned for July through September 2022. The risks section states that there are no active risks. The budget section gives a total appropriation of $30,000,000 and an FY22 appropriation of $10,000,000.

Summary drafted by a model from the document's text below and checked by script against that text before publication. It is a navigation aid, not a reading of what the document proves. Where AI is used

Full text

                     RECORDS MANAGEMENT
American Rescue Plan Act (ARPA) State and Local Fiscal Recovery Fund (SLFRF)




                                6/30/2022
Records Management
ARPA SLFRF Quarterly Report
June 2022
Page 2 of 7


Table of Contents
Report Mandate                                                3
Context for ARPA Initiatives                                  3
Executive Summary                                             3
Objective(s)                                                  4
Overview of Quarterly Progress (April – June 2022)            4
Anticipated Next Quarter Activities (July – September 2022)   5
Risks and Risk Management                                     5
Change Management Considerations                              6
Project Budget                                                7
Records Management
ARPA SLFRF Quarterly Report
June 2022
Page 3 of 7


Report Mandate
Chapter 1 Enactment Clause 1, paragraph B.2.P.9., of the amended 2021 Acts of Assembly states, “The
department shall communicate a detailed plan and implementation schedule to the Governor, the Chairs
of the House Appropriations and Senate Finance and Appropriations Committees, and the Director of the
Department of Planning and Budget by September 30, 2021. Additionally, the department shall report
quarterly to the Governor, the Chairs of the House Appropriations and Senate Finance and Appropriations
Committees, and the Director of the Department of Planning and Budget on progress made, with the first
progress report to be delivered not later than December 31, 2021.”

Context for ARPA Initiatives
The Virginia Department of Health (VDH) is excited about the opportunity presented by the appropriation
of ARPA State Fiscal Funds in the August 2021 Special Session II of the General Assembly to improve public
health in Virginia. VDH views this investment as a once in a generation opportunity and VDH will work
tirelessly to maximize use of funds to create and sustain these initiatives. Simultaneously, VDH is fully
engaged in responding to COVID-19 and protecting the health of Virginians. Modifications to VDH’s plans
will be reflected in future quarterly reports.

Executive Summary
The Virginia Department of Health (VDH) seeks to digitize and automate its current paper-based records
management processes to make information and records across all offices more accessible and
interoperable. The existing paper-based processes make it challenging to react and respond to requests,
which greatly increased throughout the COVID-19 pandemic. These inefficiencies result in time
consuming manual searches for records and could cause delays in processing. The physical space needed
to house the records is significant and growing, which requires resources and consumes valuable space.
Digitizing and automating outdated paper-based processes will enable employees to work more
effectively and efficiently, and better serve Virginians. Since many records are currently only maintained
in paper form, there is no contingency plan should the records be lost or damaged by fire, flood, or other
natural disaster.

Over the last three months, VDH has completed current state assessments of three priority offices (Office
of Drinking Water (ODW), Office of Vital Records (OVR), and Office of Licensure and Certification (OLC)),
continued planning for the scanning activities and assessed the digital storage solutions available through
the Virginia IT Agency (VITA) catalogue. VDH has finalized the storage solution design and plan for scanning
activities and kicked off scanning activities with ODW. The plan for the next quarter is to complete
scanning activities with the initial ODW field offices, begin scanning activities with OVR and OLC, and
conduct change management with the rest of VDH. These accomplishments have set the Records
Management Initiative on the path to successfully digitize VDH’s paper records within the ARPA SLFRF
funding window.
Records Management
ARPA SLFRF Quarterly Report
June 2022
Page 4 of 7


Objective(s)
VDH aims to digitize existing paper records, destroy unnecessary paper records, and streamline paper-
based records management processes to:
    ●   Allow for easier and more efficient access to data across the organization and to customers
    ●   Allow for integration and interoperability of data across central offices and local health districts
        (LHD)
    ●   Eliminate the time and effort associated with retrieving paper documents in multiple locations
    ●   Free physical storage space in VDH facilities by digitizing or destroying paper records and
        removing the file storage containers



Overview of Quarterly Progress (April – June 2022)
Since reporting on updated activities in January 2021, VDH has continued to advance the Records
Management Initiative by planning an efficient and effective method to digitize files in the coming quarter.
The following key activities have been accomplished since April 2022:

Key Activities and Accomplishments

    •   Office of Drinking Water
            o Conducted pilot scans with Virginia Correctional Enterprises and assessed quality of
                scanning outputs

            o   Developed operational plan for the end-to-end process for digitization that includes roles
                and responsibilities, full quality control process with points of contact, and contingency
                steps

            o   Developed Manifest Form and Response Sheet for the Office of Drinking Water

            o   Developed and presented communication materials for office-wide announcement of
                project launch

    •   Office of Licensure and Certification
            o Discussed current state snapshot, aligned on next steps, and gathered information to
                inform future state

    •   Office of Vital Records
            o Discussed current state snapshot, aligned on next steps, and gathered information to
                inform future state

    •   Overall Records Management
           o Prepared to initiate scanning with the Office of Drinking Water’s Richmond Office by
                conducting Virginia Correctional Enterprises kick-off meeting
Records Management
ARPA SLFRF Quarterly Report
June 2022
Page 5 of 7


            o   Gained Virginia Correctional Enterprises exemption and approval for request for proposal
                release for scanning support to offices that cannot utilize Virginia Correctional Enterprises
                scanning services

            o   Hired and onboarded Document Preparation Contract Manager to supervise sorting and
                indexing of documents to enter into bankers boxes and manifest document

            o   Hired SharePoint Architect to design SharePoint document storage sites for Virginia
                Department of Health offices to access documents after they have been digitized

            o   Developed Purging Communications Plan and materials for campaign to socialize purging
                guidance widely across the Virginia Department of Health

            o   Prepared draft budget and time/effort estimate for digitization of all Virginia Department
                of Health offices

            o   Developed and validated Key Performance Indicators to track progress of the overall
                Records Management Initiative

Anticipated Next Quarter Activities (July – September 2022)
The following outlines the activities and tasks planned from July through September 2022:

    •   Select (via RFP process) and onboard vendor for scanning support to offices that cannot utilize
        Virginia Correctional Enterprises scanning services

    •   Present records management initiative at the Agency Forum to highlight awareness and
        communicate status of initiative to all VDH offices

    •   Select and sequence the next few Virginia Department of Health offices for scanning and begin
        communications with offices interested in scanning in 2022

    •   Develop plan for ongoing scanning operations at the Office of Drinking Water

    •   Begin scanning with the Office of Licensure and Certification and the Office of Vital Records, which
        includes creating a manifest, building a storage solution site, developing operational plans,
        prepping documents, and training scanning vendors on scanning processes

    •   Launch agency-wide campaign to encourage purging and archiving of documents across VDH to
        reduce the amount of documents that need to be scanned and digitized



Risks and Risk Management
There are no active risks.
Records Management
ARPA SLFRF Quarterly Report
June 2022
Page 6 of 7


Change Management Considerations
VDH understands that successful transformation initiatives rely on more than just the right technology,
processes, and resources. They also depend on effective change management, engagement, and training
strategies to ensure stakeholders are equipped with the information and guidance that they need to
support the change. A robust change management effort is essential to the success of the Records
Management initiative, which represents a significant organizational transformation that will impact and
rely on a wide variety of stakeholders.

A key objective of VDH’s Organizational Change Management (OCM) Plan will be to ensure that
stakeholders are prepared for the Records Management change in order to accelerate the capability of
the new record keeping process, minimize disruptions to daily operations, and reduce the risk of project
delays. VDH has identified the digitization activities – including records purging, scanning, digital storage,
and the establishment of new recordkeeping processes – that may impact VDH employees’ day-to-day
activities. As each office moves through the digitization process, the agency will develop and implement
change management, communications, and engagement strategies that include communication of goals,
preparation and alignment of the changes, and confidence-building exercises promoting the benefits of
the changes. Change activities will accommodate the needs of offices to retain access to files while they
are in the process of being digitized and stored offsite. They will also include guidance and training for
staff on the use of new digital storage solutions, which will house scanned documents and future digital
records.

To date, the agency has developed office-specific change communications materials for the launch of
scanning within the Office of Drinking Water, which will be the first VDH office to undergo digitization
over the course of 2022. The Records Management team has also crafted an agency-wide change
communications plan in preparation for scanning across the remaining VDH Central Offices. Change
communications and engagement activities will serve to transition agency leadership and staff from a
state of general awareness to commitment to the effort through agency-wide briefings and emails,
updates to the ARPA Records Management Intranet site, a shared inbox to respond to questions from
stakeholders, and a survey requesting information from offices on their current paper record volume,
storage use, etc. while also promoting understanding of the office-level impacts of digitization. VDH is in
the process of developing materials for a record purging campaign that will guide offices in how to identify
obsolete paper documents for discard, which is the first step in the digitization process.
            Records Management
            ARPA SLFRF Quarterly Report
            June 2022
            Page 7 of 7


            Project Budget
            The following appropriation is broken down by the project categories defined in the work plans submitted
            on 9/30/2021.

            Total Appropriation: $30,000,000
            FY22 Appropriation: $10,000,000

            Budget, Obligations, Actuals, and Remaining Spend as of June 15,2022
Project                    FY22                      FY22 YTD           FY22 YTD                Current Period        FY22 Remaining
Category                   Budget                    Obligations        Expenditures*           Expenditures*         Spend
Office of Drinking Water   $         3,150,000   $            571,500    $         226,000       $          75,500     $       2,924,000
Office of Licensure and
                           $         3,150,000   $            571,500    $         226,000       $          75,500     $       2,924,000
Certification
Office of Vital Records    $         3,150,000   $            571,500    $         226,000       $          75,500     $       2,924,000
Overall Records
                           $          550,000    $            161,500    $              1,000    $           1,000     $         549,000
Management
Total                      $        10,000,000   $          1,876,000    $         679,000       $          227,500    $       9,321,000
            *Expenditures represent transactions that have posted in Cardinal F&A as of 6/15/2022


File and source

File

2022-RD309.pdf

Size

261,516 bytes

SHA-256

481a9db7f50a586b87000e313825c1b01920ea1d58707edb666f774e57b8859b

Our copy

2022-RD309.pdf

Original

No public link identified.