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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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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
1
14:00 h
2
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
s
ervi
ces
M S
oftw
are
emen
ts
sion
s Complete Portfolio
S
Storage on Demand /EC
M
Req
uire
Prov
i
Use
rs
p Storage on Demand / SaaS / IaaS
uctu
re SecDocs
Proc
esse
s
Gov
erna
nce
Infr
astr
u
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
5 Copyright 2011 FUJITSU
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
6 Copyright 2011 FUJITSU
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
7 Copyright 2011 FUJITSU
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
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• High Level Archiving• High Level Archiving
Copyright 2011 FUJITSU
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
9 Copyright 2011 FUJITSU
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
10 Copyright 2011 FUJITSU
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
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kryptographisch signierter Dokumente)…
Copyright 2011 FUJITSU
2. Archiving
SecDocs as Archive Middleware and/or trustworthy long-term Archive
12 Copyright 2011 FUJITSU
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.
13 Copyright 2011 FUJITSU
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
14 Copyright 2011 FUJITSU
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
15 Copyright 2011 FUJITSU
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
16 Copyright 2011 FUJITSU
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
17 Copyright 2011 FUJITSU
…
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
18 Copyright 2011 FUJITSU
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
19 Copyright 2011 FUJITSU
• 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
20 Copyright 2011 FUJITSU
or contact directly knuth.lange@ts.fujitsu.com
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