| Business Strategy |
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The agencies Office of the Chief Information Office (OCIO) began an enterprise office
system modernization project for its records and document management and
correspondence tracking system. |
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Initiative: |
- Modernize the agencies Correspondence Tracking systems (CTS).
- Replace its legacy Automated Correspondence On-line Response system for correspondence and Freedom of Information Act
(FOIA) tracking, management and reporting.
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Business Challenge
Modernize, consolidate, and automate the business process for
tracking, managing and reporting on all external and internal correspondence
for the agencies' 26 program areas and 81 regional and field
offices.
With tens of thousands of pieces of correspondence requiring analysis,
categorization, storage, and response yearly, a ubiquitous automated
Commercial-off-the-shelf (COTS) solution was required. The agency desired the best
available electronic correspondence tracking system (CTS) to track the flow
of critical documents and executive commitments, gather statistical data,
and distribute information.
AINS Solution
As part of the initiative to modernize the agencies CTS, they
selected AINS “Xpress” product suite consisting of CATXpress, FOIAXpress,
and ScanXpress integrated with Documentum Document and Records Management
and Oracle. AINS worked with the Executive Secretariat’s (ES) office to
analyze and create workflows for six critical external correspondence types
(Congressional, White House, Elected Official, Public Interest Groups, and
Appropriate Action). Within four months of contract award, AINS successfully
began deploying the new CTS incrementally with the OICO and ES being the
first to go live followed by the remaining 24 program offices, 10 Regional
and 81 Field Offices. Upon completion, 9,000 remote and local users will be
using the system with a total 16 workflows. Additionally, 250 remote and
local users will be using FOIAXpress to process the agencies FOIA
requests.
Benefits
| Lower Cost of Ownership |
Regulatory Compliance |
User Friendly |
| Rapid Deployment |
Improved Staff Efficiency, and Productivity |
Automates Letter Preparation |
| Reduce Paper Handling |
Consolidate Fragmented Business Processes |
Real-time Process Monitoring |
| Enhanced Management Reports |
Full Audit Trail |
Increased Management and Control |
Technology
| CATXpress |
Documentum DM |
Oracle |
| FOIAXpress |
Documentum RM |
Microsoft Windows Server |
| ScanXpress |
JAVA |
Microsoft IIS Server |
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