ECM - Innovation for the Public Sector

Driving Business P f i h Performance with Industry SolutionsIndustry Solutions

Room 4

Driving Business Performance with Industry Solutions – Room 4

Reshaping IT ECM - Innovation for the Public Sector

Dr Knuth LangeDr. Knuth LangePrincipal IT-ConsultantFujitsu

14:00 h

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14:00 h

ECM – Innovation for the Public SectorDr. Knuth Lange

Copyright 2011 FUJITSU

Fujitsu’s ‘House of ECM’

End to End Consultingfrom Strategic IT-Consulting (SITC)

Processes/ Organisation: ECM-System: Operations:

from Strategic IT Consulting (SITC)

Task

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Storage on Demand /EC

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Prov

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Use

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uctu

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Gov

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Scanner Server Storage

4 Copyright 2011 FUJITSU

GScanner Server Storage

Wide Range of Public SectorsFederal Authorities (Bund)State Authorities (Länder)Local Authorities (Kommunen)Local Authorities (Kommunen)Social Security Authorities:

Federal Employment Agency (Bundesagentur für)Arbeit)

Federal Pension Fund (Deutsche Rentenversicherung)Health Insurance (gesetzlicheKrankenversicherung)Statutory Accident Insurance (gesetzlicheStatutory Accident Insurance (gesetzlicheUnfallversicherungen und Berufsgenossenschaften)

Misc.Universities, ResearchArmed Forces (Bundeswehr), Security AuthoritiesPublic Broadcasting


Public Broadcasting…

3 active Phenomena in the Public Sector

PressureStrict Cost ControlFrozen or decreasing Budgets andFrozen or decreasing Budgets and PositionsRising Tasks and ResponsibiltiesDemografic AspectsDemografic Aspects

Obligation of Secrecy

Open GovernmentTransparency by Publishing Data

g yProtecting DataData PrivacyPersonal Data, Banking Data, Data

Participation of every citizenCooperation between public administrations citizens and

, g ,Health CareSocial Security


administrations, citizens and industryWikis, Social Media

Processes in Public Administration

Input Prepa- Processing OutputInput pration

Processing

Letter

y

Fully automatedLetter

E M il/F

Letter Sorting

Del

iver

ySemi-automatic

E-Mail/Fax

E-Mail/Fax Scanning +OCR/ICR

ManualShredder

1001011001010101

Data ValidatingArchive

0 0 0 0


Enterprise-Content-Management

Functions within ECM – Three fields of innovation

Safety and Protection

Workflow Management

.........

Workflow Management• Collaboration• Production Workflow

I t

Workflow Management• Collaboration• Production Workflow

Delivery• Searching/

Input Management

Input Management

•ScanningFinding

• Personali-sation

•Scanning

• Imaging

•Signature

Managementof Documents, Data, Media and Records

g

•Imaging

•Signature• Publishing

• Mobile Devices

•Recognition

•Capture

•Recognition

•Capture

Archiving and Storage• HSM• Backup / Recovery10010110

01010101

Archiving and Storage• HSM• Backup / Recovery

8

• High Level Archiving• High Level Archiving


1. Input ManagementSteps to Capture Paper-Documents:

Certificate of Authenticitywith BatchSignwith BatchSign

Preparation of the records (sorting

Scanning / Digitizing

Sample Check (2%) and qualified electronic

Recognition, Classification, Indexing of:- Standard

Transfer to ECM System(sorting,

unstapling, …)Digitizing electronic

Stack-Signature

- Standard Forms

- Free Text

y

1D- or

OCR

2D-Barcodes

Optical Character Recognistion


ICR Intelligent Character Recognistion

2. Archiving

to be filed‘

Live Cycle of Documents in Public Administrations:

Creation Pro-cessing

Trans-mission

‚to be filed

cessingmission

Shredding

Archiving during retention period

L t A hi iLong-term Archiving for historical reasons or according to Law

or


Preservation

German Legal Requirements for el. Archiving

AO §§ 146 und 147 GoBS (Grundsätze ordnungsmäßiger DV-gestützter Buchführungssysteme vgl BMF Schreiben vom 7Buchführungssysteme, vgl. BMF Schreiben vom 7. November 1995) GDPdU (Grundsätze zum Datenzugriff und zur Prüfbarkeit digitaler Unterlagen vgl BMF Schreiben vom 16 Juli 2001)digitaler Unterlagen, vgl. BMF Schreiben vom 16. Juli 2001) Archivgesetze des Bundes und der LänderZPO §§ 286, 371, 371a, 415-444 i. V. m. § 126a BGB§§ §Signaturgesetz (SigG) und Signaturverordnung (SigV)SGB IV §§ 110a 110dSGB IV §§ 110a – 110d(Aufbewahrung von Unterlagen)SRVwV §§ 40-41 (Ei t d t ti i t D t b it )(Einsatz der automatisierten Datenverarbeitung) BSI TR 03125 (TR-ESOR)(Technische Richtlinie zur Beweiswerterhaltung

11

kryptographisch signierter Dokumente)…


2. Archiving

SecDocs as Archive Middleware and/or trustworthy long-term Archive


TrustcenterCertificates & Timestamps

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3. Workflow Managementfit

Three Levels from Registry to Workflow:

& B

enef Workflow Mangement

IT-supported

Additionally, every process-step in the workflow is Su

ppor

t

Digital File

The complete file is digitized including meta-data and all documents.

completely IT-supported.

vel o

f IT-

S

The meta-data and retention

IT-supported Registry Office

docu e s

Th di it l fil iThe digital-file is always

Lev The meta data and retention

period for the paper-files exist in digital form.

The digital-file is complete and binding.

up-to-date, complete and binding.

The paper-file is complete and binding.


Complexity and Costs

3. Workflow Management

With less-pronounced, weaker

Collaboration andGroupware (passive)

ProcessesProject-oriented WorkUser decides what happens nextp (p ) User decides what happens nextSupported by so-called Adhoc-Workflows (Forwarding, Follow-up)

Production Workflow

With strong mature Processeshighly standardised Workflow („hard-coded“),

(active)(„hard coded ), eg. Approval/ Co-signingSupported by Escalation-Process, Control-Tools


Control-Tools

3. Workflow Management

Example: Processing a Building Application via various Departments

Input:Request Form Output:

Approval / Refusal

More TransparencyO ti i d Th h t (Ti & Eff t)Optimised Throughput (Time & Effort)Avoiding Mistakes and double-workLess Interfaces


Less Interfaces Lower Costs

Paper has a Tradition

Writing, the written Word and Document Administration have anage-old Tradition:

Egyptian Hieroglyphs since approx. 3200 B.C.Printed Books since 1455 (Gutenberg Bible)First commercially successful Photocopier 1959Fil / D i i th b i i f Ad i i t tiFiles / Dossiers since the beginning of Administration


Components of an ECM Project

B i PO i ti Business ProcessesOrganisation

Document-Creation

Document Administration

Management / Strategy

Business Units Document-Administration

Technical ProcessesIT

IT-Landscape

ECM-SystemDMS

Legacy Systems

Office World

Platformsel. Archive

Input Management

…

Networks

IT-Security


…

Some References

Customer ProjectCustomer Project

Stadt ChemnitzWorkflowmanagementWorkflow, Document Management and Archiving, Connecting municipal Applications

Polizei HamburgDigital Evidence AssuranceArchiving huge Data Volume, Hierarchical Storage Management (HSM)

Archiving, Connecting municipal Applications

Bundesagentur für ArbeitDigitising Paper DocumentsCentral Scanning with qualified electronic signing

DRV Berlin-BrandenburgElektronic File (eAkte)Scanning, electronic Signature, Archiving and SearchingI t DMS d S D

Unfallkasse Post & TelekomInput, DMS and SecDocsScanning with Stack Sign, DMS and Archiving with SecDocs


Conclusions

ECM helps to optimize Processes

ECM helps to obtain Obligation to Secrecy

• By managing (Paper-) D t

g y

• Secure AccessCertificate of AuthenticityDocuments

• By managing digital Documents + Files

• Certificate of Authenticity after Scanning

• Usage of qualified electronic • By supporting Business-

Processes with Workflows Improves Document

Signatures• Archiving all trustworthy

Data during retention period• Improves Document Capture Process by using modern OCR/ICR-SW

Data during retention period, incl. Deletion

• Long-term Archiving

• Always taking User-Feedback and Improvements Suggestions into Account


• ECM is no longer ‘Rocket Sciences’

More Information

ECM Consulting –Strategic IT Consulting

Booth G38:

SecDocs –Fujitsu‘s Archiving SolutionECM from TDS

Booth G39/I7:

Booth G38: ECM from TDS (Implementation, SAP Records Management, HR-Files)Scanner and BatchSign – Fujitsu‘s Stack Signing Client forCertification after Scanning

Booth G38:

Booth K11Certification after Scanning


or contact directly [email protected]

ECM - Innovation for the Public Sector

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