SOLUTION OVERVIEW Managing Public Sector Records with Microsoft SharePoint and EMC Captiva Integrating the capture of public sector records with Microsoft SharePoint environments Today’s public sector organizations at the state, local, and federal level are aiming to reduce costs, streamline operations, and achieve greater operational efficiencies. Many public sector agencies and departments are dealing with a massive amount of paper records every day, and these records contain important and often confidential information. Paper records are costly to deal with as well as difficult to manage, track, disseminate, and store. By digitizing their records and employing an effective data capture solution, government and public sector organizations across all agencies—justice, public safety, health and human services, taxes and finance, etc.—can realize cost savings as well as productivity improvements. Much of the information resides in paper documents and can easily be misplaced or lost. Paper forms, faxes, e-mail, and other document types are also costly and difficult to efficiently manage, track, disseminate, and store. Despite the importance of their work, government employees may be hampered by the lack of sophisticated tools for capturing and converting paper records into digital records. Tax forms, court cases, interview documents, applications, and other documents can be converted from a physical record to an online or digital record, making them easier to share across and within agencies, thereby improving productivity and providing faster, better service delivery to citizens. For these reasons, many government organizations are moving towards integrated systems in areas such as justice, human services, tax, and revenue that enable departments and agencies across the system to more effectively collaborate, share information, enhance processes, and improve services. To function at peak efficiency, these systems rely on the capture and digitalization of information. Microsoft ® and EMC have joined forces to create an effective records capture and management solution that addresses key challenges for customers in the public sector. This tested, proven solution delivers capture management and information access capabilities. By leveraging the EMC ® Captiva ® intelligent enterprise capture platform and Microsoft SharePoint ® technologies, public sector agencies can scan, capture, and index information directly to a SharePoint library, where it can be securely managed, searched, and retrieved. Moreover, our records capture solution helps agencies meet citizen service demands more efficiently through a shared, scalable infrastructure. Enabling public sector organizations to easily capture, identify, classify, and manage records Anchored by a highly scalable, flexible, and modular architecture, EMC intelligent enterprise capture technology is an integral part of EMC case-based solutions for the public sector, which combine capture, storage, process management, and automation. It can process a few thousand pages per day to a few hundred thousand on a single server. For larger volumes, the EMC Captiva platform can scale across multiple servers, supporting centralized or distributed capture environments. The Big Picture • Reduce the cost and complexity of managing, distributing, and storing paper documents • Accelerate the document capture and processing associated with public sector business processes, while using substantially fewer resources • Boost the productivity of all process stakeholders including investigators, case managers, attorneys, auditors, and other civil servants • Ensure compliance for criminal and non-criminal records while streamlining manual, paper-based processes • Improve the speed and quality of decision-making using the collaborative, process, and content management capabilities of Microsoft SharePoint • Achieve positive ROI in 12 months
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solution overview
Managing Public Sector Records with Microsoft SharePoint and EMC Captiva
Integrating the capture of public sector records with Microsoft SharePoint environmentsToday’s public sector organizations at the state, local, and federal level are aiming to reduce costs,
streamline operations, and achieve greater operational efficiencies. Many public sector agencies
and departments are dealing with a massive amount of paper records every day, and these records
contain important and often confidential information. Paper records are costly to deal with as well as
difficult to manage, track, disseminate, and store. By digitizing their records and employing an effective
data capture solution, government and public sector organizations across all agencies—justice,
public safety, health and human services, taxes and finance, etc.—can realize cost savings as well as
productivity improvements.
Much of the information resides in paper documents and can easily be misplaced or lost. Paper forms,
faxes, e-mail, and other document types are also costly and difficult to efficiently manage, track,
disseminate, and store. Despite the importance of their work, government employees may be hampered
by the lack of sophisticated tools for capturing and converting paper records into digital records. Tax forms,
court cases, interview documents, applications, and other documents can be converted from a physical
record to an online or digital record, making them easier to share across and within agencies, thereby
improving productivity and providing faster, better service delivery to citizens.
For these reasons, many government organizations are moving towards integrated systems in areas
such as justice, human services, tax, and revenue that enable departments and agencies across the
system to more effectively collaborate, share information, enhance processes, and improve services.
To function at peak efficiency, these systems rely on the capture and digitalization of information.
Microsoft® and EMC have joined forces to create an effective records capture and management solution
that addresses key challenges for customers in the public sector. This tested, proven solution delivers
capture management and information access capabilities. By leveraging the EMC® Captiva® intelligent
enterprise capture platform and Microsoft SharePoint® technologies, public sector agencies can scan,
capture, and index information directly to a SharePoint library, where it can be securely managed,
searched, and retrieved. Moreover, our records capture solution helps agencies meet citizen service
demands more efficiently through a shared, scalable infrastructure.
Enabling public sector organizations to easily capture, identify, classify, and manage recordsAnchored by a highly scalable, flexible, and modular architecture, EMC intelligent enterprise capture
technology is an integral part of EMC case-based solutions for the public sector, which combine capture,
storage, process management, and automation. It can process a few thousand pages per day to a few
hundred thousand on a single server. For larger volumes, the EMC Captiva platform can scale across
multiple servers, supporting centralized or distributed capture environments.
The Big Picture
•Reducethecostandcomplexityofmanaging, distributing, and storing paper documents
•Acceleratethedocumentcaptureandprocessing associated with public sector business processes, while using substantially fewer resources
•Boosttheproductivityofallprocessstakeholders including investigators, case managers, attorneys, auditors, and other civil servants
•Ensurecomplianceforcriminalandnon-criminal records while streamlining manual, paper-based processes
• Improvethespeedandqualityofdecision-making using the collaborative, process, and content management capabilities of Microsoft SharePoint
•AchievepositiveROIin12months
Thousands of organizations have turned to EMC to manage paper more effectively, lowering cost,
streamlining business processes, improving customer service, and reducing compliance risks.
Intelligent capture technology enables public sector agencies to:
• Identify and classify documents—save time and reduce the manual presorting of documents
through automated document identification
• Extract and validate data—lessen the need for manual data entry and ensure the accuracy
of information delivered to business systems
• Secure and retrieve criminal and non-criminal records—easily leverage the collaborative,
process, and content management capabilities of Microsoft SharePoint
Improving business and serving constituents across multiple public sector agenciesIn addition to the benefits listed above, there are specific advantages to be realized by public sector
departments in specific segments. Public safety organizations can reduce the manual management of
paper records, enabling more “feet on the street” and improving citizen safety. Additionally, having
the ability to share records across police departments, parole offices, court cases, and other justice
public cases, using substantially fewer resources, and typically achieving a positive return on investment
within12months.
Boosting productivity for all stakeholdersMicrosoftOfficeSharePointServerisanidealplatformfordevelopingcustomized,integratedgovernment
solutions. It is an integrated collaboration platform that can help improve agency effectiveness by
providing comprehensive content management and enterprise search, accelerating shared business
processes, and facilitating information sharing across organizational boundaries.
With SharePoint, agencies can store and organize documents and other citizen records in a central
location, which is intuitive to navigate and where users can easily find and retrieve information.
Default SharePoint library settings can be modified to add review and approval workflows, define
retention policies, and introduce new templates and content types. Integration with familiar Microsoft
OfficedesktopapplicationssuchasOutlook®, Word, and PowerPoint® enhances productivity for all
individuals involved in the case.
Calculate your return on investment with the EMC Captiva Intelligent Capture Benefits Calculator
Quantify the benefits of transforming business-critical paper, fax, and electronic data sources into business-ready content suitable for processing by enterprise applications.
Take the next stepTo find out how your agency can implement an integrated solution that leverages EMC Captiva and Microsoft SharePoint, contact your local EMC sales representative or authorized value-added reseller, visit our website at www.EMC.com, or call us at 800.607.9546(OutsidetheU.S.:+1.925.600.5802).
An EMC-Microsoft solution incorporating intelligent data capture can address specific areas within public sector, including:
•Courtcasemanagement
• Justicecasefilemanagement
•Offendermanagement
• Investigationandprosecutionmanagement
•Paroleandprobationmanagement
•Criminaljusticerecordkeeping
•Taxcases
•Welfare
•Healthprofiles
•Localgovernmentoperations
•Childandfamilyservices
Intelligent enterprise capture with Microsoft SharePoint
World class partners deliver case-based solutions for the public sectorGovernment agencies that rely on Microsoft SharePoint can extend its value by incorporating
scanning, viewing, image enhancement, indexing, and data extraction to its collaboration and
document management capabilities.
EMC is a valued Microsoft partner with years of experience integrating intelligent enterprise capture
with case-based government solutions. Together, EMC and Microsoft have sold solutions into hundreds