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

departmentsmeansthatmorecriminalcasescanberesolvedquickly,efficiently,andwithaslittle

cost as possible.

Another segment that benefits from this capture solution is health, welfare, and social services. Every

citizen enrolled in a welfare or service program has a file, and the ability to store all information on

a digital platform and include records of home visits, personal information, health information, etc.

means that citizens receive better services and the state is able to keep track of who is receiving what

and when.

Tax and revenue departments deal with a lot of information every day of the year. The ability to store

informationdigitallyasopposedtoonpapermeanslessstoragespaceisrequired,informationis

easier to access, and data can be more effectively secured from hackers as well as accidental human

error. Backup technologies can be automatically applied, which enhances business continuity. And

services can be delivered through online portals—a system that is being rapidly adopted across many

public sector agencies.

These are just some of the benefits that public sector customers will achieve when they adopt an

EMC Captiva and Microsoft SharePoint solution for records management. With this solution, document

capture is no longer a separate technology, but a capability that can be leveraged throughout an

agency at any point in a business process. EMC supports development tools that enable capture to

beintegratedquicklywithMicrosoftSharePointenvironments.Oursolutionsspeedtheresolutionof

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.

www.emc.com/CaptivaCalculator

EMC CorporationHopkintonMassachusetts01748-91031-508-435-1000In North America 1-866-464-7381www.EMC.com

EMC2, EMC, Captiva, and where information lives are registered trademarks or trademarks of EMC Corporation in the United States and other countries. Microsoft, SharePoint, Outlook, and PowerPoint are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks used herein are the property of their respective owners. © Copyright 2008, 2010 EMC Corporation. All rights reserved. Published in the USA. 7/10 Solution Overview H4798.2

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

MicrosoftOfficeSharePointServerprovidesasingle,integratedlocationwhereagencystaffcan

efficiently collaborate, search for information, and employ business intelligence to improve decision

making. In addition, the suite provides:

• Portalstoshareinformationwithco-workersandpersonalizetheuserexperience

• Enterprisesearchtoquicklyandeasilyfindpeople,expertise,andcontent

• Enterprisecontentmanagementtocreateandmanagedocumentsandotherrecords

• Businessprocessmanagementandelectronicformstoautomateandstreamline

agency processes

• Businessintelligencethatenablesprocessstakeholderstoaccess,analyze,andpublish

critical business information

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

ofgovernmentagenciesatthefederal,state,andlocallevel.Ourcombinedexpertise,alongwithour

superior technologies, means we are the right business partner for your public sector organization.

About EMCEMCCorporation(NYSE:EMC)istheworld’sleadingdeveloperandproviderofinformationinfrastructure

technology and solutions that enable organizations of all sizes to transform the way they compete

and create value from their information. Information about EMC’s products and services can be found

at www.EMC.com.