SUCCESS STORYCounty of Los Angeles
Department of Human ResourcesIndustry• GovernmentSolutions• OpenText™ Documentum™
• OpenText™ Documentum™ xCP• OpenText™ Intelligent Capture• OpenText™ Records Management

County of Los Angeles achieves
cost-saving digital makeover

Most populated U.S. county eases HR record access, disposition forenhanced productivity, compliance and millions in annual savings basedon return on investment analysis

Partner support• Nexlogica

Results
Enabled streamlining of HR record
access, employee onboarding
Produced timely, verified
audits and reliable disposition
Estimated cost-savings ofnearly $3.4 million per year

“OpenText replaces
the manual process ofmaintaining paper files
with an automated, central
and trusted system ofelectronic employee
personnel records.”
Roozan Zarifian

Chief Information Officer
County of Los Angeles Departmentof Human Resources

County of Los Angeles achieves cost-saving digital makeoverPlaced on a desk, most County of Los Angeles personnel folders
stood an inch or two in height, depending on employee tenure.
Other packets towered a whole foot above the rest—for people
with more than 40 years of service, records add up. In fact, alltogether, County of Los Angeles employee paper files totaled closeto 25 million pages.
The County of Los Angeles has 35 departments, close to 110,000
employees and more than 1,000 facilities across nearly 4,000 square
miles. Each department maintains its own personnel files and records,
with most documents stored in file cabinets and spare offices. The
storage areas are part of limited space available to departments.
When storage space runs out, some departments incur off-sitestorage fees. As such, a uniform application of records retention
policies proved challenging.
Furthermore, paper-based file sharing involves time-consuming
effort. To view files, employees need to make an appointment, thenwait on couriers or travel to remote locations to pull documents.
Information can be difficult to access or misplaced. Outdated manual
methods also introduced compliance and security risk with delayed
responses to record requests under information access legislation or
subpoena. Even digital files lacked integration and central access.
The County assessed all personnel transaction processes, gathering
information on personnel records handling frequencies and storage
requirements. Starting with a pilot in three departments, the County
established a central online repository of countywide personnel
records with OpenText™ Documentum™, with plans to replicate acrossall departments.
“OpenText replaces the manual process of maintaining paper files
with an automated, central and trusted system of electronic

employee personnel records,” said Roozan Zarifian, chief
information officer at the County of Los Angeles Department of
Human Resources. “It provides real-time, secure and auditable
access and adheres to standard retention policies in accordancewith County policies.”The integrated Electronic Personnel Digitization and Records
Management system (ePR) supports a strategic County goal
to realize tomorrow’s government today by transforming how
information is shared, protected and stored. As its foundation,Documentum provides an established file structure and searchable
index keys. Single sign-on is achieved through the cloud-based
SharePoint Office 365™ portal for easy access and management.
®

Murtaza Masood, assistant director for Branch I, County of Los
Angeles Department of Human Resources noted, “For the firsttime all personnel files will be centrally accessible from thecloud by the employee. It increases employee productivity by
reducing manual processes.”
Building upon electronic access, the County is automating employee
lifecycle workflows such as onboarding, transfer and termination.
It turned to OpenText to govern all aspects of content management
for its ePR system: OpenText™ Intelligent Capture to digitize paper
documents, OpenText™ Documentum™ xCP for business process
management and OpenText™ Records Management to automate
retention and disposition.
The County ePR system also integrates with six enterprise HR
systems to capture documents natively from source systems. The
County is transforming manual processes by using up-front forms
and electronic data, reducing the need to print and scan paper files.
Down the line, users track document checklists, prompt notifications“For the first time all
personnel files will becentrally accessible
from the cloud by theemployee. It increases
employee productivity
by reducing manualprocesses.”
Murtaza Masood

Assistant Director for Branch
County of Los Angeles Departmentof Human Resources

County of Los Angeles achieves cost-saving digital makeoverfor annual and scheduled tasks, and audit compliance reports from acentral location.
The Documentum central online repository for personnel records
will continue to be replicated until all departments are transformed,
touching every employee.
The County of Los Angeles has seen many benefits since
implementing the solutions:• By avoiding mailed paper documents, the County
expedites onboarding for new employees and eliminates
delays or travel for employees to view files.
• HR staff members use advanced discovery features to searchand retrieve additional material, increasing productivity
with constructive tasks rather than paper shuffling.
• Records managers now rely on Documentum to inform external
audits in a timely, compliant and verified manner. They rest easy
knowing digital retention and records management also safeguards
files and provides recovery in the event of a natural disaster.
Along with benefits to employees, the County of Los Angeles
estimates a substantial return on investment for the countywideePR deployment. The Department of Human Resources conducteda return on investment (ROI) analysis quantifying time spent by
HR staff to access and manage documents, copy files, recreate
lost documents and transport material, as well as space used andexpenses incurred to store the information.

“Based on estimates provided by 33 departments, a CountyePR system could save an estimated $2.9 million annually inefficiencies and cost avoidance and $488,000 in storage and officesupply savings,” said Zarifian. Combined, estimated total costsavings approach $3.4 million per year. “After deployment to thefirst three departments we realized these savings to be accurate
and reflective of actual cost savings,” Zarifian noted.
“There are also intangible areas such as the amount of time spentby employees to find a file that was misplaced, or liability costs
associated with the keeping of records as physical files.”Based on valuable return and effective integration, the County of Los
Angeles relies on Documentum as a trusted system and OpenText
as a trusted partner for future development. Moving forward, theCounty will continue to deploy ePR across all departments as wellas introduce additional capabilities, including digital signatureswith OpenText™ Brava!™ for Documentum™ xCP, enhanced capture
with Intelligent Capture and digital rights powered by OpenText
technologies.

About Nexlogica
From issues of digitization in the modern workplace to unlocking datain core enterprise solutions, Nexlogica optimizes existing hardware
and software services and products, tailored to the unique needs of thebusiness. For more information, visit: nexlogica.com.

About OpenText
OpenText, The Information Company,
enables organizations to gain insight
through market leading information
management solutions, on-premises orin the cloud. For more information about
OpenText (NASDAQ: OTEX, TSX: OTEX)
visit opentext.com.
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