OpenText
Extended ECM
for Government
ECM for Government enables central and local governments, as well as municipalities, to shift from paper-based to electronic record files and serves as a platform for current and future digitization initiatives.
what?
Enables end-to end digitization
Enhances efficiency and productivity
Increases governance, compliance and control
Digital government initiatives around the globe are calling for a new digital era to serve citizens more efficiently and effectively. The reality, however, is often a huge administrative paper trail, which slows down processes and affects responsiveness. Where existing applications support these processes, they are not connected and often work as isolated solutions.
OpenText Extended ECM for Government is a digital file management application that complies with international standards and applicable regulations. It is an extension of the OpenText Extended ECM Platform, which is a mature and comprehensive Enterprise Content Management solution.
Extended ECM Platform is characterized by its ease of use and seamless integration into different user environments and business applications.
Improves end-to-end digitization
Enable digitization through the entire lifecycle of content, from ingestion and filing to creation and multi-channel delivery, with Extended ECM for Government. The solution's key capability is the management of content in digital files, where content is stored according to a file plan and collaboration takes place. The solution provides role-based access, where the role steers the user interface, assigned tasks, and access rights. It also enables and automates the capture and creation of documents.
This reduces errors and speeds up the registration of documents and the overall process. Outgoing documents can be created manually or automated, using a range of pre-defined templates, boilerplates and rules. The generated documents are stored in the electronic file and distributed to the recipients via their preferred communication channel, such as an at- tachment to a generated email or a hard copy by mail.
The included scan application supports procedures that allow for the destruction of the original paper document after scanning. Incoming documents can be automatically classified, and pre-defined attributes can be extracted from the content.
Enables greater process efficiency and productivity
Deputies can be assigned to act on behalf of a user, either temporarily or permanently, to ensure business as usual during holidays or sick leaves. Floating files, follow-ups or reminders, and ad hoc workflows are supported, as are spontaneous or periodic reorganizations.
Structured filing in a file plan and extensive search capabilities with full text, attributes and faceted search ensures that content retrieval is fast and targeted. Extended ECM for Government integrates into specific public sector applications, as well as other leading business applications, such as SAP S/4HANA®. This connects the content with the business processes of the leading application and provides direct access to the user in the context of the process. Business data from the application can be used as attributes for content, eliminating the need for manual entry.
Eliminate paper and media duplication and waste with Extended ECM for Government and set the foundation for faster digital processes and better citizen service. Case management, social features, and workflow capabilities promote processes and teamwork across departments. The government desktop supplies the case worker with an overview of assigned tasks and fast access to all necessary information to process them quickly and efficiently. The workflow capabilities provide inboxes for individual users, teams, and organizational units.
Extended ECM for Government supports the secure, long-term storage of electronic documents throughout the entire lifecycle, from digitization to destruction, with DoD-certified records management.
Compliance and retention policies can be directly linked to documents, as well as specific areas of the file plan. The transfer of files from the OpenText repository to a federal or state archive is also supported. For long-term preservation requirements, the solution enables the conversion of scanned documents and various office formats to PDF/A, which is an ISO standard for long-term storage.
If documents containing sensitive information need to be exchanged, protected sections can be redacted. All relevant actions are traceable and auditable in Extended ECM for the Government. Extensive audit trails track actions, such as the creation of and access or changes to content. Workflow history, such as document approval, can also be retained.
Increases governance, compliance and control
Digital signatures can be applied and secured over the lifetime of the document with renewal procedures according to established standards, such as ArchiSig and ArchiSafe.
A digital file for a range of use cases
Extended ECM for Government provides a digital file that meets the requirements of a modern, digital administration in central and local government, as well as municipalities.
Being a feature-rich and widely applicable solution, it adds value beyond public sector use cases to areas where digital file management, case management, content lifecycle man- agement and integration into various environments and leading applications is required.
Product Features | |
Digital file and content management | Manages content throughout its entire lifecycle in a digital file, where documents are filed according to a file plan and document management and collaboration takes place (creation, versioning, access control, alerts, approval workflows, tracking, etc.) |
Case management, workflow and collaboration | Enables content related processes and collaboration within teams, across departments and applications and with external stakeholders by utilizing workflows and assignments, individual and group inboxes, proxy users and case management. |
Content capturing and classification | Provides scanning for paper documents, OCR recognition and automated classification of all incoming content with extraction of attributes and optional rendering to long-term formats. |
Content creation and distribution | Creates individual correspondence and interactive content, as well as automated, individualized, high-volume content creation, both with multi-channel distribution. |
Processes and applications integration | Provides interfaces (Extended ECM API, CMIS) to integrate content with leading applications, such as SAP S/4HANA®, and into business processes, including OpenText™ AppWorks Platform (optional). |
UI integration | In addition to the standard web user interface of Extended ECM Platform, the solution can also be accessed from additional environments, such as Microsoft® Outlook®, File Explorer, Microsoft® SharePoint® (optional) or from UIs of leading applications, such as SAP®. |
Compliance and governance | Offers secure, long-term retention and governance with archiving and DoD certified records management and support for specific government standards for record preservation, digital signatures and more. |
VILT is a company specialized in information management, process optimization, and customer experience improvement (internal/external). We help companies become more operationally efficient through the adoption of digital solutions, full data integration, and advanced analytics.
With a +20-year partnership with OpenText, VILT's deep experience and expertise are recognized globally, with a client portfolio of over 400 organizations worldwide.
OpenText Partner of the Year - 2022 Europe
20+ YEARS
