Secure eForms & Archiving for Government

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7 Αυγ 2012 (πριν από 5 χρόνια και 3 μήνες)

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IBM Software Group

®


IBM eContent for Government



IBM Software Group

2

Service Oriented Architecture

Data

Service

Flow

Existing

Applications

New

Service Logic

B2B

Interactions

Portal Service

SOAP

Service Request

(e.g. J2EE, .NET)

IBM Software Group

3



Content/Document
Management


-

IBM Content Manager


Digital Asset Management


-

DB2 Content Manager


Records Management


-

DB2 Records Manager


Teamware


-

Lotus Team Collaboration


Business Process
Management


-

WebSphere MQSeries


Portals


-

WebSphere Portal


#1 Leader


Content and Document

Management World Wide Market Share
**

“IBM has shown a strong vision for comprehensive content management, bringing together
the Lotus, WebSphere, DB2 and Content Manager offerings into a conceptual suite, along
with records management.”

Gartner, Magic Quadrant for Integrated Document Management, July 2003


"IBM is the strongest infrastructure player in the ECM market."

Giga, Connie Moore and Robert Markham, August 2003

IBM Software Group

4

Enterprise Content Management


AIIM defines Enterprise Content Management (ECM) as the technologies used
to
capture
,
manage
,
store
,
preserve
, and
deliver

content and documents
related to organizational processes.

ECM tools and strategies allow the
management

of an organization's
unstructured information,
wherever

that information exists.


http://www.aiim.org/about
-
ecm.asp



The ECM industry provides information management
solutions to

help
users:


guarantee business
CONTINUITY
, 24x7x365


enable employee, partner, and customer
COLLABORATION


ensure legal and regulatory
COMPLIANCE


reduce
COSTS

through process streamlining and standardization



IBM Software Group

5

Information on demand


where and when it is needed

Integration

Workflow

Collaboration

Search

Records

Management

Secure Access

Personalized


Delivery

Manage and leverage any type of information, across

multiple applications and business processes




Storage

Media

Documents

E
-
mail

Transactions

Web Content

Reports

IBM Software Group

6

Content Management Portfolio

Why Content Management?

CSFB Banker
Quattrone
Resigns
Star During Tech Boom Now Facing
Investigations of Document Handling
Brooke A. Masters
--
Washington Post Staff Writer
March 5, 2003; Page E1
Frank P.
Quattrone
, the Credit Suisse First Boston
Corp. banker who became a star during the Internet
boom, quit today in the face allegations that he
destroyed documents to obstruct an investigation.
New York state Attorney General Eliot L. Spitzer
and U.S. Attorney James B.
Comey
of the Southern
District of New York are expected to complete their
investigations of
Quattrone
within weeks, sources
familiar with the probes said. Both are looking at…
CSFB Banker
Quattrone
Resigns
Star During Tech Boom Now Facing
Investigations of Document Handling
Brooke A. Masters
--
Washington Post Staff Writer
March 5, 2003; Page E1
Frank P.
Quattrone
, the Credit Suisse First Boston
Corp. banker who became a star during the Internet
boom, quit today in the face allegations that he
destroyed documents to obstruct an investigation.
New York state Attorney General Eliot L. Spitzer
and U.S. Attorney James B.
Comey
of the Southern
District of New York are expected to complete their
investigations of
Quattrone
within weeks, sources
familiar with the probes said. Both are looking at…
E
-
Mails Reveal Shuttle
Concerns
NASA Engineers In Va. Fretted About
Inaction
R. Jeffrey Smith
--
Washington Post Staff Writer
February 22, 2003; Page A1
NASA engineers at the Langley Research Center in
Virginia expressed frustration during and shortly
after the space shuttle Columbia's disastrous flight
that the space agency failed to investigate
thoroughly whether it had been seriously damaged
by debris during launch, according to a series of
internal e
-
mails disclosed yesterday. In one e
-
mail
sent three days before the shuttle disintegrated on
Feb. 1 as it hit the atmosphere, a Langley…
E
-
Mails Reveal Shuttle
Concerns
NASA Engineers In Va. Fretted About
Inaction
R. Jeffrey Smith
--
Washington Post Staff Writer
February 22, 2003; Page A1
NASA engineers at the Langley Research Center in
Virginia expressed frustration during and shortly
after the space shuttle Columbia's disastrous flight
that the space agency failed to investigate
thoroughly whether it had been seriously damaged
by debris during launch, according to a series of
internal e
-
mails disclosed yesterday. In one e
-
mail
sent three days before the shuttle disintegrated on
Feb. 1 as it hit the atmosphere, a Langley…
Credit Suisse Puts
Banker On Leave
E
-
Mail Suggests He Was Aware of Probes
Brooke A. Masters
--
Washington Post Staff Writer
February 4, 2003; Page E1
Credit Suisse First Boston Corp. put star investment
banker Frank
Quattrone
on administrative leave
yesterday after discovering e
-
mails that suggest he
knew about ongoing criminal and regulatory probes
when he and a subordinate advised employees to
"clean up those files," sources familiar with the
matter said. The U.S. attorney's office in Manhattan
opened a probe into the e
-
mails after receiving
copies of the information from CSFB on Friday…
Credit Suisse Puts
Banker On Leave
E
-
Mail Suggests He Was Aware of Probes
Brooke A. Masters
--
Washington Post Staff Writer
February 4, 2003; Page E1
Credit Suisse First Boston Corp. put star investment
banker Frank
Quattrone
on administrative leave
yesterday after discovering e
-
mails that suggest he
knew about ongoing criminal and regulatory probes
when he and a subordinate advised employees to
"clean up those files," sources familiar with the
matter said. The U.S. attorney's office in Manhattan
opened a probe into the e
-
mails after receiving
copies of the information from CSFB on Friday…
E
-
Mail Evidence
Allowed in
J.P. Morgan Case
Official's Messages May Bolster Claim That
Company Helped Enron Hide Debt
Peter
Behr
--
Washington Post Staff Writer
December 24, 2002; Page E2
A federal judge ruled yesterday that e
-
mails from a
J.P. Morgan Chase & Co. official referring to
"disguised loans" may be entered as evidence in a
civil trial, supporting allegations that the company
helped Enron Corp. conceal its growing debt before
its collapse. U.S. District Judge Jed S.
Rakoff
had
initially kept the memos by Chase Vice Chairman
Donald Layton to others within the financial giant
away from the jury, saying their impact could be…
E
-
Mail Evidence
Allowed in
J.P. Morgan Case
Official's Messages May Bolster Claim That
Company Helped Enron Hide Debt
Peter
Behr
--
Washington Post Staff Writer
December 24, 2002; Page E2
A federal judge ruled yesterday that e
-
mails from a
J.P. Morgan Chase & Co. official referring to
"disguised loans" may be entered as evidence in a
civil trial, supporting allegations that the company
helped Enron Corp. conceal its growing debt before
its collapse. U.S. District Judge Jed S.
Rakoff
had
initially kept the memos by Chase Vice Chairman
Donald Layton to others within the financial giant
away from the jury, saying their impact could be…
5 Firms To Pay for
E
-
Mail Lapses
$1.65 Million Fines, Promises to Improve
Ben White
--
Washington Post Staff Writer
December 4, 2002; Page E1
Five Wall Street firms agreed today to pay $1.65
million each to settle allegations that they failed to
properly save e
-
mail. The fines, levied by the
Securities and Exchange Commission and the
securities industry's two self
-
regulatory bodies, the
New York Stock Exchange and NASD, are separate
from the much larger amounts a dozen Wall Street
firms are expected to pay as part of a proposed
"global settlement" to end several conflict
-
of
-
interest investigations…
5 Firms To Pay for
E
-
Mail Lapses
$1.65 Million Fines, Promises to Improve
Ben White
--
Washington Post Staff Writer
December 4, 2002; Page E1
Five Wall Street firms agreed today to pay $1.65
million each to settle allegations that they failed to
properly save e
-
mail. The fines, levied by the
Securities and Exchange Commission and the
securities industry's two self
-
regulatory bodies, the
New York Stock Exchange and NASD, are separate
from the much larger amounts a dozen Wall Street
firms are expected to pay as part of a proposed
"global settlement" to end several conflict
-
of
-
interest investigations…
Lawmakers Ask Stewart
For More Documents
Ben White
--
Washington Post Staff Writer
August 7, 2002; Page E1
A congressional committee today requested more
documents regarding the sale of
ImClone
Systems
Inc. stock by high
-
profile media company owner
Martha Stewart. Rep. W.J. "Billy"
Tauzin
(R
-
La.),
chairman of the House Energy and Commerce
Committee, chastised Stewart and her attorneys in a
sharply worded letter for not moving fast enough to
explain why she sold her
ImClone
shares Dec. 27,
the day before the company announced that the
Food and Drug Administration had refused an…
Lawmakers Ask Stewart
For More Documents
Ben White
--
Washington Post Staff Writer
August 7, 2002; Page E1
A congressional committee today requested more
documents regarding the sale of
ImClone
Systems
Inc. stock by high
-
profile media company owner
Martha Stewart. Rep. W.J. "Billy"
Tauzin
(R
-
La.),
chairman of the House Energy and Commerce
Committee, chastised Stewart and her attorneys in a
sharply worded letter for not moving fast enough to
explain why she sold her
ImClone
shares Dec. 27,
the day before the company announced that the
Food and Drug Administration had refused an…
Federal Court
Subpoenas United Way
Financial Data
Charity Asked for Documents Dating
to 1997
Peter
Whoriskey
--
Washington Post Staff Writer
July 17, 2002; Page B1
FBI agents delivered a subpoena yesterday to the
United Way of the National Capital Area, requesting
the charity's financial records, board membership
lists and other documents. The grand jury subpoena
was delivered to Norman O. Taylor, chief executive
of the group, and called for documents dating to
1997, according to Irving
Kator
, the attorney for the
charity. The federal inquiry follows a year of
allegations of financial mismanagement at the…
Federal Court
Subpoenas United Way
Financial Data
Charity Asked for Documents Dating
to 1997
Peter
Whoriskey
--
Washington Post Staff Writer
July 17, 2002; Page B1
FBI agents delivered a subpoena yesterday to the
United Way of the National Capital Area, requesting
the charity's financial records, board membership
lists and other documents. The grand jury subpoena
was delivered to Norman O. Taylor, chief executive
of the group, and called for documents dating to
1997, according to Irving
Kator
, the attorney for the
charity. The federal inquiry follows a year of
allegations of financial mismanagement at the…
INS Under Pile of
Backlogged Paper
Agency Reveals It Shuffled 2 Million
Documents to Warehouse in the Midwest
Christopher Newton
--
Associated Press
August 3, 2002; Page A8
More than 2 million documents filed by foreigners,
from change
-
of
-
address forms to requests for
benefits, have been piling up for years and only now
are being reviewed by the government, senior U.S.
officials said yesterday. Immigrant advocates said
that means some foreigners deported secretly after
Sept. 11 might have been in compliance with laws
they were expelled for breaking. The government
has not revealed previously the extent to which…
INS Under Pile of
Backlogged Paper
Agency Reveals It Shuffled 2 Million
Documents to Warehouse in the Midwest
Christopher Newton
--
Associated Press
August 3, 2002; Page A8
More than 2 million documents filed by foreigners,
from change
-
of
-
address forms to requests for
benefits, have been piling up for years and only now
are being reviewed by the government, senior U.S.
officials said yesterday. Immigrant advocates said
that means some foreigners deported secretly after
Sept. 11 might have been in compliance with laws
they were expelled for breaking. The government
has not revealed previously the extent to which…
IBM Software Group

7

The Value Proposition

By converting

costly
paper
-
based

processes
to

Web
-
based

e
-
forms
, governments can achieve
increased speed

and
quality
of responses

to information requests,
reduce
operating costs
,
and
manage

a large volume of records

while
complying

with
regulations and standards
.

IBM Software Group

8

How much is wasted on paper?



$22.5B

spent on
pre
-
printed forms

(US)


30% of pre
-
printed forms wasted



Single paper form costs an organization $30
-
$165 to use, process and enter


IBM Software Group

9

Electronic Forms Spectrum
(
Electronic Forms are everywhere)

Business / Process Enablement

Business / Process Enablement

Value and ROI $$$

Content
-
Centric

Process
-
Centric

ECM

Fill, Sign & Send

Print & Read

Fill & Print

Fill & Send

$14.00 per Form


Dollar Savings per Form if you go with Electronic Forms

1

2

3

4

154.00 per Form


. . . Process / Workflow

$97.00 per Form

IBM Software Group

10

Current Business Environment


Citizen
-

Gov


Citizens mailing tax forms, filing for
unemployment, requesting benefits
and like services


Paper forms are slow, often not
filled in correctly, and lack validation
feedback


Frequently one transaction is one
form


Filing of individual tax return is an
example



Employee
-

Gov


Same as Citizen to Gov, except the
employee is requesting personnel
information most frequently


Requesting benefit statements from
State Personnel Board is an
example


Business
-

Gov


Business sending multiple forms for
tax recording, benefits recording,
and like services


Data entry often required, when
business already has the data
electronically costing the business
money


Filing of periodic wage withholding
statements is an example


Gov
-

Gov / Inter
-
agency


One agency looking for information
based on another agencies stored
forms


Costly and slow, in an age when
speed is necessary often for public
safety reasons


Tax agency requesting current
address information from a Motor
Vehicle Dept

IBM Software Group

11

Government Application Areas

IBM Software Group

12

State & Local Solution Examples


e
-
Court Filing


State government

wanted to
automate court docket process

to reduce costs and improve
citizen satisfaction with the courts system


Streamlined processes, reduced costs, less paper, and non
-
reputable records for
compliance purposes



Online Taxation


E
-
commerce infrastructure to support e
-
forms based processes

for 50 Departments &
22,000 employees; over 10,000 e
-
forms



Vehicle Inspections


Provides remote wireless inspection capability for highway officers


IBM Software Group

13

eForms Solution Benefits


Improves services with rapid access to online records and
forms



Modernizes slow, error
-
prone manual systems with e
-
forms



Eliminates redundancy by improving access to government
resources



Automates record classification, retention, and destruction



Lowers operational and storage costs



Improves employee productivity



IBM Software Group

14

Budget Pressures


Economic slowdown causing revenue shortfalls


Significant actions taken to balance budgets


Staffing challenges will be created by increased

retirements over next few years

Citizen & Business Expectations


Demand for more responsive governments


Increased preference for web access


Cross
-
government integration required to increase
efficiency in service delivery


Must balance conflicting demands

for safety and privacy

Social/Political


Aging population demands


Digital inclusion barriers


Safety & security issues require need for increased
intra
-
agency collaboration

IBM knows government

IBM Software Group

15

IBM has been providing government
computing solutions for over

72 years


IBM has the #1 IT vendor

market share in government

IBM software is used in more than
90% of US federal agencies

IBM software is the cornerstone

of worldwide governments

IBM Software Group

16

An e
-
Content program that uses IBM eServer
technology, WebSphere® Application Server,
Tivoli®, Lotus Notes® and Lotus®Domino to
develop a public services/citizen oriented portal
with technology to create digital signatures and
provide on
-
line forms.


Offering better services, easier access and
secure digital documentation to customers.


Saving approximately 60 to 80 percent of the
resources used to process the same sick
-
day
reimbursement form


According to Hermann Weidemann, Naestved’s CEO, “Our goal was to create a
system that would deliver a fully secured set of personalized services that would be
easy for citizens to access. For example, there was no secure way to store and re
-
use citizen information.”


One of Naestved’s challenges was in the Illness Reimbursement Program with
procedures associated with sick day benefit forms. He explains that sick day benefit
forms are an example of the type of complex forms well known all over Europe.
“This form is difficult to fill out correctly. More than 40% of all applications we
received would have one or more errors and led to an unacceptable processing time
frame. Inconsistencies like this had to be re
-
checked and resulted in a lengthy delay
for reimbursement,” Weidemann explains.


To fulfill its technology plan, Naestved established the Open Digital Administration
(ODA) Project. This initiative was co
-
funded by the European Union as a
preparatory action for the e
-
Content program aimed at providing secure, on
-
line self
-
service opportunities for citizens. The portal is equipped with software to allow digital
signatures. These are necessary to obtain the on
-
line sick day benefit form and is
now electronically available for the reimbursement process.


“It’s so much easier to receive applications on
-
line than it was previously on paper.
Applicants are able to get forms 24 hours a day, seven days a week,” explains
Weideman. “Both internally and externally, the case handling is much smoother. The
new method has eliminated errors and enabled process time and costs associated
with case processing to be reduced.”

Business Problem

Benefits

Project Overview

Solution

For internal use only unless client

approval has been obtained

eForms and Records Management


City of Naestved, Denmark

IBM Software Group

17

Challenge

Business Benefits

Solution

Support, manage and integrate approximately
700,000 users and 16,000 forms through eight (8)
US Air Force functional e
-
processes


eForms Portal Initiative


PureEdge Intelligent XML e
-
forms


IBM Content Manager and associated applications


WebSphere Portal


Security (PKI, Biometrics, etc.)


Standard implementation of eforms resulted

in savings of 30min/user ($9M
-
year 1)


Use of electronic signing capabilities achieved
savings of 30min/user ($9M
-
year 2)


Promotion review process application enabled
estimated savings of $3.5M/yr


Awards board application savings of $30M/yr


ROI realized in less than 2 months

eForms and Records Management


US Air Force
-

Publishing Office



IBM Software Group

18

Challenge

Business Benefits

Solution

Must comply with the UK Government’s targets for
electronic service delivery

and Freedom of
Information Act 2000 which comes into force in 2005
by providing a fully integrated, content management,
records management and email archiving system


DB2 Content Manager to enable the Council to more

easily search and retrieve critical information, replicate
information and more easily publish information to the Web


IBM DB2 Records Manager to enable the Council to
embed record keeping policies into existing business
applications, making it easier to declare and manage
important documents as e
-
records


IBM DB2 Commonstore for Lotus Domino to enable the
Council to automatically offload email to archives reducing
requirements to manage e
-
mail server growth

Enable the District to meet Freedom of
Information Act requiring all public
authorities in the UK to pass information
on activities to anyone who makes a
written request within 20 working days



All records will be held electronically
which will mean quicker more efficient
service delivery as we improve our
ability to retrieve stored resident’s
information”



David Lowe,

Records and Information Manager

www.easthants.gov.uk/

eForms and Records Management


East Hampshire District Council, UK

IBM Software Group

19

Challenge

Business Benefits

Solution

Using Internally
-
Developed Applications too handle
patent and trademark related requirements

DB2 Records Manager integrated with their internal
program, TICRS, for management of trademarks


Allows them to keep the records content in
the TICRS
-
native repository

Technology Benefits


Provides DoD 5015.2 Records
Management compliance


Additional applications can be records
-
enabled to provide fully centralized
records retention and disposition control
across all of the agency’s repositories

and applications

eForms and Records Management


US Patent and Trademark Office

IBM Software Group

20

Thank you

IBM Software Group

21

Presentation Layer

Services Layer

Content Repository Layer

Application and Integration Layer

IBM Workplace

Design Tools

Productivity Tools

Messaging

Collaboration

Learning Management

Industry Solutions

Risk/Compliance

ECM Offerings

IBM WebSphere Portal

Application Aggregation

Personalization

Process Choreography

Pervasive/Everyplace

IBM WebSphere Information Integrator

Content Integration

Enterprise Search

Data Integration

IBM WebSphere Business Integration

Process Management

Application Integration

ENTERPRISE SERVICE BUS

IBM WebSphere Application Server

Collaboration

Workflow

Mail and PIM

Dynamic Learning

IBM DB2 Content Manager

Event Framework

Document Process Management

Image

Management

Document

Management

Report

Management

Records

Management

Web Content

Management

Digital Asset

Management

Document Library

Content Lifecycle Management

Email/Messaging
Archiving and

Management

Rights

Management

Chargeable Feature/Offering

IBM Content Management SDK

ECM

Other