ECM - Innovation for the Public Sector


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Enterprise Content Management (ECM) is a powerful and modern IT-instrument for all administration areas where the business processes are primarily document-based. ECM can assist in many different situations including legally required long-term archiving, document-management, files and business transactions as well as supporting the organization in processing these transactions. Recognizing the advantages and needs of continuous digital processes, the Public Sector in Germany is highly innovative in matters of security, performance and effectiveness.

Dr. Knuth Lange, Principal IT-Consultant, Fujitsu presents examples of some of Fujitsu’s Public Sector customers in Germany and their solutions for Input-Management, Document-Management and -Preservation. Apart from the technical aspects of an ECM-project, the organizational and human factors play a major part and are therefore highlighted by Fujitsu’s Strategic IT-Consulting during an ECM-implementation.

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ECM - Innovation for the Public Sector

  1. 1. Driving BusinessPerformance withP f ihIndustry Solutions Room 4
  2. 2. Driving Business Performance with Industry Solutions – Room 4Reshaping IT ECM - Innovation for the Public Sector Dr. Dr Knuth Lange Principal IT-Consultant Fujitsu 14:00 h 1
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  4. 4. ECM – Innovation for the PublicSectorDr. Knuth Lange Copyright 2011 FUJITSU
  5. 5. Fujitsu’s ‘House of ECM’ End to End Consulting from Strategic IT-Consulting (SITC) IT Consulting Processes/ ECM-System: Operations: Organisation: ECM Software Services Tasks M ements Provision Complete Portfolio p Storage on Demand / Users s Require SaaS / IaaS ucture SecDocs Infrastru Governance Processes Scanner Server Storage G 4 Copyright 2011 FUJITSU
  6. 6. Wide Range of Public Sectors Federal Authorities (Bund) State Authorities (Länder) Local Authorities (Kommunen) Social Security Authorities: Federal Employment Agency (Bundesagentur für Arbeit) ) Federal Pension Fund (Deutsche Rentenversicherung) Health Insurance (gesetzliche Krankenversicherung) Statutory Accident Insurance (gesetzliche Unfallversicherungen und Berufsgenossenschaften) Misc. Universities, Research Armed Forces (Bundeswehr), Security Authorities Public Broadcasting … 5 Copyright 2011 FUJITSU
  7. 7. 3 active Phenomena in the Public Sector Pressure Strict Cost Control Frozen or decreasing Budgets and Positions Rising Tasks and Responsibilties Demografic Aspects Obligation of Secrecy g y Protecting Data Open Government Data Privacy Transparency by Publishing Personal Data, Banking Data, , g , Data Health Care Participation of every citizen Social Security Cooperation between public administrations, administrations citizens and industry Wikis, Social Media 6 Copyright 2011 FUJITSU
  8. 8. Processes in Public AdministrationInput p Prepa- Processing Output ration Letter Fully automated Letter Sorting Delivery y E-Mail/Fax E M il/F Semi-automatic E-Mail/Fax Scanning + OCR/ICR Shredder Manual 10010110 0 0 0 0 01010101 Data Validating Archive Enterprise-Content-Management 7 Copyright 2011 FUJITSU
  9. 9. Functions within ECM – Three fields of innovation Safety and Protection Workflow Management Workflow Management • Collaboration • Collaboration • Production Workflow ... • Production Workflow I Inputt Management Input Delivery Management • Searching/ g •Scanning • Scanning Finding •Imaging Management • Imaging • Personali- of Documents, Data, •Signature sation • Signature Media and Records • Publishing •Recognition • Recognition • Mobile •Capture • Capture Devices Archiving and Storage Archiving and Storage • HSM • HSM 10010110 01010101 • Backup / Recovery • Backup / Recovery • High Level Archiving • High Level Archiving 8 Copyright 2011 FUJITSU
  10. 10. 1. Input ManagementSteps to Capture Paper-Documents: Certificate of Authenticity with BatchSign Recognition, Sample Check Preparation Classification, (2%) and of the records Scanning / Indexing of: qualified Transfer to (sorting, (sorting Digitizing - Standard electronic ECM System y unstapling, …) Forms Stack- - Free Text Signature 1D- or 2D-Barcodes OCR Optical Character Recognistion ICR Intelligent Character Recognistion 9 Copyright 2011 FUJITSU
  11. 11. 2. ArchivingLive Cycle of Documents in Public Administrations: ‚to be filed‘ to filed Trans- Pro- Creation mission cessing Shredding Archiving during retention period L Long-term A hi i t Archiving or for historical reasons or according to Law Preservation 10 Copyright 2011 FUJITSU
  12. 12. German Legal Requirements for el. Archiving AO §§ 146 und 147 GoBS (Grundsätze ordnungsmäßiger DV-gestützter Buchführungssysteme, vgl Buchführungssysteme vgl. BMF Schreiben vom 7 7. November 1995) GDPdU (Grundsätze zum Datenzugriff und zur Prüfbarkeit digitaler Unterlagen vgl BMF Schreiben vom 16 Juli 2001) Unterlagen, vgl. 16. Archivgesetze des Bundes und der Länder ZPO §§ 286, 371, 371a, 415-444 i. V. m. § 126a BGB Signaturgesetz (SigG) und Signaturverordnung (SigV) SGB IV §§ 110a – 110d (Aufbewahrung von Unterlagen) SRVwV §§ 40-41 (Einsatz d automatisierten D t (Ei t der t ti i t Datenverarbeitung) b it ) BSI TR 03125 (TR-ESOR) (Technische Richtlinie zur Beweiswerterhaltung kryptographisch signierter Dokumente) … 11 Copyright 2011 FUJITSU
  13. 13. 2. ArchivingSecDocs as Archive Middleware and/or trustworthy long-term Archive Trustcenter Certificates & Timestamps 12 Copyright 2011 FUJITSU
  14. 14. 3. Workflow Management Three Levels from Registry to Workflow: fit Support & Benef Workflow Mangement IT-supported Digital File Additionally, every process- step in the workflow isLev of IT-S IT-supported completely IT-supported. Registry Office The complete file is digitized including meta-data and all vel The meta-data and retention meta data documents. docu e s period for the paper-files exist in digital form. The digital-file is always The paper-file is complete Th digital-file is The di it l fil i up-to-date, complete and and binding. complete and binding. binding. Complexity and Costs 13 Copyright 2011 FUJITSU
  15. 15. 3. Workflow Management With less-pronounced, weaker Processes Collaboration and Project-oriented Work Groupware (passive) p (p ) User decides what happens next Supported by so-called Adhoc- Workflows (Forwarding, Follow-up) With strong mature Processes highly standardised Workflow Production Workflow („hard coded ), („hard-coded“), (active) eg. Approval/ Co-signing Supported by Escalation-Process, Control-Tools 14 Copyright 2011 FUJITSU
  16. 16. 3. Workflow Management Example: Processing a Building Application via various DepartmentsInput:Request Form Output: Approval / Refusal More Transparency Optimised Throughput (Time & Effort) O ti i d Th h t (Ti Eff t) Avoiding Mistakes and double-work Less Interfaces Lower Costs 15 Copyright 2011 FUJITSU
  17. 17. Paper has a Tradition Writing, the written Word and Document Administration have an age-old Tradition: Egyptian Hieroglyphs since approx. 3200 B.C. Printed Books since 1455 (Gutenberg Bible) First commercially successful Photocopier 1959 Files D Fil / Dossiers since the beginning of Ad i i t ti i i th b i i f Administration 16 Copyright 2011 FUJITSU
  18. 18. Components of an ECM Project Organisation O i ti Business P B i Processes Management / Strategy Document-Creation Business Units Document Administration Document-Administration IT Technical Processes IT-Landscape Legacy Systems Office World ECM-System Platforms DMS Networks el. Archive IT-Security Input Management … … 17 Copyright 2011 FUJITSU
  19. 19. Some ReferencesCustomer Project Workflowmanagement Stadt Chemnitz Workflow, Document Management and Archiving, Connecting municipal Applications Digital Evidence Assurance Polizei Hamburg Archiving huge Data Volume, Hierarchical Storage Management (HSM) Digitising Paper Documents Bundesagentur für Arbeit Central Scanning with qualified electronic signing Elektronic File (eAkte) DRV Berlin-Brandenburg Scanning, electronic Signature, Archiving and Searching Input, DMS and S D I t d SecDocs Unfallkasse Post & Telekom Scanning with Stack Sign, DMS and Archiving with SecDocs 18 Copyright 2011 FUJITSU
  20. 20. Conclusions ECM helps to optimize ECM helps to obtain Processes Obligation to Secrecy g y • By managing (Paper-) • Secure Access Documents D t • Certificate of Authenticity • By managing digital after Scanning Documents + Files • Usage of qualified electronic • By supporting Business- Signatures Processes with Workflows • Archiving all trustworthy • Improves Document Data during retention period period, Capture Process by using incl. Deletion modern OCR/ICR-SW • Long-term Archiving • Always taking User-Feedback and Improvements Suggestions into Account • ECM is no longer ‘Rocket Sciences’ 19 Copyright 2011 FUJITSU
  21. 21. More Information Booth G38: ECM Consulting – Strategic IT Consulting Booth G39/I7: SecDocs – Fujitsu‘s Archiving Solution Booth G38: ECM from TDS (Implementation, SAP Records Management, HR-Files) Booth K11 Scanner and BatchSign – Fujitsu‘s Stack Signing Client for Certification after Scanningor contact directly 20 Copyright 2011 FUJITSU
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