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					Oregon Department of
Transportation
Information Systems
________________________
_



      _____________________________________
       Enterprise Document Management Strategy
            Executive Steering Committee Charter



                                              Version 0.3

                                        Suzanne Gehring
                                           Lisa Martinez
                                        Ron Winterrowd




                       Last Save Date: September 22, 2006
ODOT Information Systems                                      Enterprise Document Management Strategy Steering Committee Charter



History

Version              Description                          Signature/Outcome                                Date
0.1 draft            Original Draft                       Lisa Martinez                                    July 14, 2006
0.2 draft            Revised Draft                        Lisa Martinez                                    August 7, 2006
0.3 draft            Revised Draft                        Suzanne Gehring                                  September 22, 2006



Table of Contents

Purpose................................................................................................................................ 3
Responsibilities ................................................................................................................... 3
Decision Making ................................................................................................................. 3
Membership ........................................................................................................................ 4
  Core Work Group ........................................................................................................... 4




Document Description

A governance document describing the purpose, responsibilities, decision making
guideline, and membership of the Enterprise Document Management Strategy
Steering Committee, a subcommittee of the IT Executive Steering Committee.


Retention Period

Category: Policy Development and Planning Records
Retention and Disposition: Retain 5 years and then destroy (Schedule 2005-0002-048)




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ODOT Information Systems                          Enterprise Document Management Strategy Steering Committee Charter




Purpose
The Enterprise Content Management Strategy Steering Committee (Committee) is a
subcommittee of the IT Executive Steering Committee, and as such is a strategic policy
and advocacy committee responsible for development of a Content Management Vision
and Strategy for the Department. The Committee will establish and provide direction and
guidance to working committees and staff assigned to projects instigated by or assigned
to the Committee. The Committee will oversee all project efforts to create strategic
business directions in regards to imaging and content management solutions. Increased
requests for imaging systems from Department business lines indicate the need to
develop common processes and standards relating to Content Management initiatives in
order to improve consistency and efficiency that may be applied to cross-organizational
work units and sections.


Responsibilities
The responsibilities of the Committee are as follows:

        Direct development of and approve defined project policies, standards processes
         and procedures, and cost-benefit analysis reports.
        Ensure commitment across the Department to support and follow Content
         Management policies, standard processes and procedures.
        Ensure actions involving Content Management initiatives comply with existing
         legal mandates and directives.
        Participate in major scope change review and approval.
        Provide assistance on outstanding major project issues and make resolution
         recommendations.
        Advocate for approved project approaches.


Decision Making
Decisions are made by consensus. The Committee determines a voting quorum on a
case-by-case basis. Issue escalation is to the IT Executive Steering Committee and, if
needed, to the Executive Management Team.




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ODOT Information Systems                          Enterprise Document Management Strategy Steering Committee Charter




Membership
Current members of the Committee are: [suggested membership]

         Lisa Martinez                 SSB Business Services, Co-Chair
         Ron Winterrowd                ISB Transportation Application Development, Co-Chair
         Mike Marsh                    Deputy Director, Central Services
         Doug Tindall                  Deputy Director, Highway
         Lorna Youngs                  DMV
         Ben Berry                     Information Services
         Gayle Green                   Motor Carrier
         Kelly Taylor                  Rail
         Cathy Nelson                  Technical Services
         Dave Ringeisen                Transportation Development Division
         Suzanne Gehring               ISB, Committee Staff
         Darlene Hobson                SSB, Committee Staff


Core Work Group
A Core Work Group consisting of system experts throughout the Department will support
projects as assigned by the Committee. Staff currently assigned to the core work group
are:

         Suzanne Gehring               Chair, ISB Transportation Application Development
         Darlene Hobson                SSB Business Services Section, Records Officer
         Gary Holeman                  Technical Services, Engineering Services
         Dave Lutz                     Office of Project Delivery
         Cindy Pease                   Human Resources
         Steve Schafer                 DMV IS Application Development
         Ron Singh                     Technical Services, Geometronics
         Mike Stone                    Technical Services, Right of Way
         Deb Tennant                   Financial Services
         Chris Warden                  SSB Business Services, Forms Management
         Mark Wills                    TDD, Transportation Data
         Ingrid Saltvold               Technical Services, Branch Operations




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