1 EMC CONFIDENTIAL—INTERNAL USE ONLY.
The Roadmap to Effective
eGovernment
Archiving as the starting point for Connected Government
Ronnen Brunner
Business Development Director, Public Sector, EMEA
EMC Information Intelligence Group
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• AENA
• Amece
• Battelle Memorial Institute
• BC Ministry of Finance & Corporate Relations
• Brisbane City Council
• Bundeskanzlerant
• Camara de Comercio de Barcelona
• Canada Council for the Arts
• Canadian Forces Publications Dept.
• Canadian Space Agency (CSA)
• Center for Disease Control (CDC)
• CERTI Nord
• CILEA
• City of Detroit
• City of Los Angeles
• City of Lucerne
• City of Philadelphia
• City of San Diego
• City of San Francisco
• City of Vienna
• Colegio de Registradores de la Propiedad
• Collier County Commissioners Office
• Consejeria de Medio Ambiente de la
Comunidad de Madrid
• Consular Affairs
• County of Grand Forks North Dakota
• County of San Diego
• County of Spokane Washington
• Danish Bibliographic Center A/S
• DARPA
• Department of Communication (South Africa)
• Department of Education (Victoria)
• Department of the Marine & Natural Resources
• Deutsches Klimarechenzentrum (DKRZ)
• Economic Planning Agency
• Edexcel Foundation
• Environmental Protection Agency (EPA)
• EU Direktoratet
• European Agency for the Evaluation of
Medicinal Products (EMEA)
• European Joint Research Centre (JRC)
• Federal Aviation Administration (FAA)
• Federal Bureau of Investigation (FBI)
• Federal Deposit Insurance Corp (FDIC)
• Federal Trade Commission (FTC)
• Food & Drug Administration (FDA)
• General Services Administration (GSA)
• Gerencia Municipal de Urbanismo de
Madrid (GMU)
• Gmuender Ersatzkasse (GEK)
• Gobierno de Canarias (Consejeria de
Presidencia e Innovacion Tecnologica)
• Government of Alberta
• Harrison County
• Hogskoleverket
• IEP Instituto Electrotechico
• Inchon International Airport
• Instituto Tecnologico de Canarias S.A.
• International Telecommunication Union
• Jalisco Judicial System
• Kawartha Pine Ridge School Dist.
• Korea Industrial Complex Corp
• Korea Post Office
• Korean National Railroad
• KSLI
• Landeshauptstadt Muenchen
• Las Vegas Valley Water District
• Leiden University Medical Centre
• Library of Congress
• Liguori Editore
• London Underground
• Martin County
• Maryland General Assembly
• Mestna Obcina Koper
• Metro de Porto
• Metro Porto (EFACEC Capital)
• Metropolitan Police
• Ministerio de Medio Ambiente
• Ministero della Giustzia - Dipartimento Affari
Civili
• Ministero Grazie e Giustizia
• Ministry of Defense
• Ministry of Finance, Greece
• Ministry of Foreign Affairs
• Ministry of Government Admin. & Home
Affairs, Republic of Korea
• Ministry of National Defense
• Ministry of Planning & Budgetary
• Ministry of the Flemish Government
• Montgomery County, Maryland
• Municipality of Mark, Sweden
• NASA
• National Association of Securities Dealers,
Inc.
• National Drug Intelligence Center
• National Ground Intelligence Center
• National Institute of Health (NIH)
• National Institute on Aging
• National Museum (Korea)
• Naval Air Systems Command
• Oklahoma Department of Human Services
• Oregon Public Employees Retirement
System
• Port of Portland
• Potchefstroom University
• Prince William County, Virginia
• Program Executive Office, Theater Air
Defense
• Province of British Columbia
• Public Record Office Victoria
• Public Works Rotterdam
• Registratie Kamer
• Royal Australian Mint Case Study
• Royal Navy
• Sage Telecom
• San Diego County Clerk
• San Francisco Department of Public Health
• Santa Clara Valley Water District
• Scottish Borders Council
• Sema Group AB/Swedish Police
• SMAS de Alamada
• Smithsonian Institute
• South African Dept. of Justice and
Constitutional Development
• Spokane County Clerk
• St. Gallen Rorschach Hospital District
• Stadt Manchen
• State of Michigan, Legislature
• State of North Carolina
• State of Texas
• State of Washington
• State of West Virginia
• State of Wisconsin
• Statens DataSentral a.s. (Norway)
• Telepolis Antwerpen
• Transport Committee for London
• Transportation Security
Administration
• U.K. Foreign & Commonwealth
Office
• U.K. Secretary of State for Defence
• U.S. Agency for International
Development
• U.S. Army Corps of Engineers
• U.S. Army Recruiting Command
• U.S. Courts
• U.S. Department of Energy
• U.S. Department of State
• U.S. Environmental Protection
Agency
• U.S. Federal Trade Commission
• U.S. Library of Congress
• U.S. Mint
• U.S. Office of the Secretary of
Defense
• U.S. Patent & Trademark Office
• U.S. Senate
• United Kingdom Patent Office
• Universitat der Bundeswehr (Army
University)
• University of Chicago Hospitals and
Health System
• Utlendingsdirektoratet
• Ville de Luxembourg
• Washington State PDC
• World Intellectual Property
Organization (WIPO)
• World Meteorological Organization
EMC Software in the Public Sector
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Roadmap to Effective eGovernment
A short animation introducing the roadmap
http://uk.emc.com/government
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What is one of the biggest problems
facing Public Sector?
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Financial Cost of Managing Paper
• Managing paper documents is
inefficient and costly
– Each document costs…
• $20 in labor to file
• $120 for a manual search
• $1 to store
• $5 to retrieve
– PLUS, on average, about 5% of
documents are lost…which means 25
hours needed to recreate the record!
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Public Sector Paper Related Complexities
Business Challenges Solution Components
Content is difficult to classify Categorize content early in the lifecycle
Records are poorly
maintained
Maintain records in centralized
repository
Auditing is manual and time
consuming
Track changes throughout content
lifecycle
Records are misplaced or
hard to find
Find and access appropriate records
quickly and easily
Need to manage access to
sensitive data
Control and monitor access to
information
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What solutions address the Content
Everywhere? What value does it deliver?
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Preservation
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Republic of the Seychelles Customer Profile
Business Drivers
Maintained library of over 30,000 cadastral maps
Older, fragile archive of documents over 100 years old
Due to the sheer volume, finding documents was difficult
Created an initiative capture, store and retrieve documents
Solution
Implemented ―out of the box‖ document scanning, viewing, annotation, enhancement and optical character recognition with Captiva
Business Results
Replaced the time consuming and error prone processes with faster, automated processes
Delivered electronic archive of images with rapid access while minimizing need to handle original documents
Now have rapid access based on their ability to index both scanned content and other existing digital content
Customer Profile:
Archipelago of 115 islands in Indian Ocean east of Africa
Responsible for maintaining esential records of land history dating back to 1800s
Victoria is the seat of government with 80,000
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Norwegian Police Data and Material Services Business Drivers
Content everywhere- Responsible for managing several hundred million documents and journals distributed on 500 servers
Exponential growth- 2TBs of audio, 5TB of video and 200 GB of photos
Access and insights- police and judiciary (12,000+) identify criminal patterns by sharing and analyzing content
Solution
Next generation content platform with search, retrieval and collaboration
Business Results
Increased Efficiency- rapid, secure access to content anywhere, anytime
Increased Effectiveness- improved ability to maintain law and order, reduce crime and secure justice
Customer Profile:
Norwegian Ministry of Justice responsible for ensuring secure society
Responsible for data and communications systems- all agency content
Headquarters in Oslo, providing content to 7
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JFK Library
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JFK Library
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JFK Library
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San Diego Assessor, Recorder, County
Clerk (ARCC)
Business Drivers
Managing ever-growing paperwork
Improving public access
Maintaining and controlling cots
Business Results
Faster Information Access- ARCC stores and immediately accesses images from
over 400 desktops across several counties
Revenue Generation- Documents are digitized and can be old to subscribing title
plants on CD
Cost and Time Savings- Information now accessible anywhere, anytime, anyplace
eliminating need to copy, fax, ship and travel
Solution
ApplicationXtender:, DiskXtender and WebXtender: Document imaging, indexing,
and retrieval
“This meets our goal of providing faster and improved access to
documents, maps, and vital records. The solution has also enabled
the improvement of disaster recovery plans and minimized storage”
Gregory J. Smith, County Clerk
Customer Profile:
Processes approximately 1 million documents annually
Appraisals alone represent 6 million pages
Required to keep a permanent copy of county records
Needed to consolidate from 3 offices to 1 central office
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Where do you get your next benefits? And
what benefits?
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The Swedish Prosecution Authority Customer Profile
Business Drivers
– How to handle over 1,000 cases/year, each with significant
content
– How to move from paper to electronic folders
– How to share and track documents with police and others
Solution
– A central e-repository that handles information for all the
applications used by the Swedish Prosecution Authority
Business Results
Yields greater operational efficiencies and lower systems
maintenance costs
Enables easier communications with the police, the Prison
and Probation Services, and other judicial bodies
Provides greater access to information
Simplifies the management of IT systems by uncoupling the
repository from the application
Customer Profile:
Three national prosecution offices- corruption, crimes against the police and security
Over 770 prosecutors handling over 1,000 cases/yr
Investigate crimes, decide whether to prosecute
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The South African Revenue Service Customer Profile
Results
Maximizing tax revenue collection
Accelerating responsiveness to taxpayer enquiries
Minimizing tax payer burden --- Making it easy!
Decreased tax forms processing time from 120 to less than 14 days
Reduced processing error rate from 40% to less then 7%
Reduce physical storage cost: all paper shredded/stored in repository
Volumes
180 000 average forms pages / day, up to 700 data fields on each form
30 people for scanning, 160 people doing Data validation, 15 Team leads, 2 Shifts covering 7:00 – 21:00 hours
Revenue Service Modernization Program SARS modernization program vision: Improve citizen satisfaction, Be an innovative revenue and customs agency. Enhances economic growth and social development. Provide an enhanced, transparent and client-orientated service to ensure optimum and equitable collection of revenue
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Redcar and Cleveland Borough Council
Redcar & Cleveland is a unitary Council formed in 1996 and part
of the Tees Valley economic area, it has a resident population of
around 140,000 and employees over 7,000 staff at multiple sites
• Business Problem – Lack of controlled documentation, need for better access to information, etc.
– Unlike private organisations – Council made up of several departments that
could be a company in their own right, eg Highways, Planning, Education all
having their own specific requirements which are unique to them
• Solution built – Smart capture deployed to HR to scan & store HR records
– BPM solution to accelerate supplier selection
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Redcar and Cleveland Borough Council
Open on-line
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Case Study: KELA Finland Stores Medical Data of 5.3 Million Finnish Citizens, Radically Boosts
Efficiency of the Entire National eHealth System
Business Overview: The Social Insurance Institution of
Finland (KELA) serves as many as
300,000 professionals within the Finnish
public healthcare and pharmacies, as well
as private medical clinics plus 5.3 million
Finnish citizens.
Challenge
To keep the most essential digital information
protected, secure and continuously available
Improve clinical productivity while lower costs
Solution
Virtual repository for Patient Records solution
called KanTa, a centralized national patient record
archive, with Captiva and Documentum xCP
(DTCM/BPM) case management
Results
By streamlining the information management
processes of the entire healthcare sector, the system
is predicted to
improve clinical productivity
while generating major financial savings
A ―citizen view‖ provides access to 5.3 million
Finnish citizens to information concerning their
personal medical information
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FBI – “Sentinel” Case Management Program
• Challenge – Implement a Web-based portal to initially allow access to the
soon-to-be-replaced automated case-support system and, later, data in the new case-management system.
– Create a case management ―workbox‖ to summarize a user’s workload (the case files an agent or analyst is working on) and provide automatic indexing in case files according to person, place, or thing.
– Allow single point access to investigative case work
• Solution – An electronic case and records management system, with
cutting edge search, extraction and information sharing capabilities
• Documentum ECM and Records Management
– Integration with existing vendors • Siebel, Metastorm for BPM, IBM Websphere
• Benefits – Allows FBI special agents, supervisors and executives to
process evidence and other information as well as schedule and monitor work flow, using secure information sharing technology
Customer Profile:
The FBI SENTINEL program is a 6 year, 6 phase $305M program.
About 30,000 FBI users now access Sentinel as they begin a typical work day
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California Department of Corrections and
Rehabilitation (CDCR)
• Organization:
– Responsible for the operation of the California state corrections,
rehabilitation, probation and parole systems, and enforcement and
investigations of parolees and prison inmates
– CDCR employs approximately 33,000 state peace officers
– Houses 172,000 prisoner in 33 facilities through out the state of CA
• Compelling Event: – Lack of an automated, centralized offender case management system reduces the State’s
ability to effectively manage and supervise the offender’s time with the Department of
Corrections
– Set out to create a fully integrated Strategic Offenders Management System (SOMS)
• Corporate Objectives: – Get control of the 200 million paper documents that exist and the millions more being
generated yearly.
– Increase productivity by automating paper processes
– Reduce number of lawsuits which are incredibly expensive
– Consolidate more than 25 existing databases to create a more effective, fully automated management system
– Enable program administrators, correctional counsellors, officers, parole agents, and other staff to access information about an offender instantly, regardless of the offender's location within the system.
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And what about constituents and service
improvement?
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Delivering Value @ Each Stage
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Archiving Digital information is also important Legacy Application Decommissioning
Purchase Order
Customer
PO Number
Customer
Ref Description
Price
Quantity
Purchase Order
Customer
PO Number
Customer
Ref Description
Price
Quantity
Purchase Order
Customer
PO Number
Customer
Ref Description
Price
Quantity
Extract data
from legacy
systems
Load to
repository
Centera
Transform relational
data to XML capturing
data and data context
EMC xDB or
Documentum + XML Store
Web application to access
data for eDiscovery and
reporting
Validate
& Audit
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Cases in the public sector come in all
shapes and forms
consular case management and crisis
response management
electronic social care and case record
management system
client caseload information system
(CCIS)
electronic case register
provision of medical information, patient
administration
electronic health records
children's services information
Court case
management system children centre management information
system
membership data management system
Contract management
Freedom of information
applications handling
surveillance system
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General Government
Criminal Justice and Law Enforcement
Taxation and Revenue
Social Services
Local Government
• Freedom of information applications handling
• Correspondence handling (enquiries, complaints, policy input) • General public • Pressure groups,
lobbyists, stakeholders
• Lawmakers/elected members
• Managing grants/subsidies
• Trade, agriculture, culture, sport, community development transport, etc.
• Managing permit applications
• Planning and licensing relating to energy, environment, construction, etc.
• Investigations • Of individuals,
organizations in breach of laws and regulations
• Policymaking • Evidence-gathering • Decision-making • Drafting legislation
• Investigations and intelligence
• Criminal case management/public prosecutor
• Prisoner/offender management and probation service • Youth services • Adult
• Criminal record keeping
• Personal and corporate taxation • Client
management • Tax calculation • Record keeping • Form Processing
• Compliance activity • Investigations • Appeals
• Client assessment and management • Children at
risk/in care • Adoption/fosteri
ng • Vulnerable
adults/ disability • Resource allocation • Legal Aid
• Benefits • Neighbourhood
Services • Housing
Registrations • HR / Payroll • Recruitment • Social Care • Risk Management • Finance and
Accounts • Tender and
Contract Process • Accounts Payable • Managing permit
applications
Applicability of Case Management in the
Public Sector
Prisoner Case
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