Workforce Case Study
— Data Management | Customized COTS Solutions | Professional Services —
A public-sector agency with 20 departments utilized 14 in-house and mission-specific software solutions and used or accessed an additional 22 databases for reference data.
The 14 in-house software solutions operated as silos, challenging continuity. The agency was further hindered by minimal workflow automation and paper-intensive transactions.
Through department interviews, creating workflow value streams and mapping the flow of data to each mission-critical function, DigiDocs
- Created and secured state archivist approval for a document retention schedule
- Customized a FileNet platform with security access protocols, metadata definitions and retention requirements by record type
- Integrated this new repository with a legacy system possessing over two million scanned images
- Implemented a plan for identifying redundancies, digitizing legacy documents and purging obsolete records
The FileNet platform now provides the agency a single point of reference for legacy documents and greater control over the document lifecycle.
Satisfied with FileNet and its functionality, the agency has expanded use of the platform to active records, which ultimately will be incorporated into the workflow.
An approved retention schedule enables the agency to purge obsolete records and free up valuable real estate for other uses.