OpenText Extended ECM for Government

The Digital Mandate in Public Sector

Extended ECM for Government enables digital processes

Functionality in detail

A digital file for a range of use cases

It is a feature-rich solution with Enterprise Content Management (ECM) capabilities, such as document management, file plans, records management (including long-term archiving), and collaboration, which supports the requirements to meet governmental laws and standards.

OpenText Extended ECM for Government provides digital file and case management that meets the requirements of a modern, digital administration in central and local government, as well as municipalities.

The solution adds value in all areas where digital file management, case management, content lifecycle management, and integration capabilities into various environments and leading applications are required. It manages the lifecycle of content in a compliant way, meeting government laws and standards, and enables efficient processes and effective collaboration.

The solution

Eliminates paper and change of medium (media break) with a digital file.

Enables direct access anytime and anywhere and fosters collaboration.

Offers a simple and intuitive user interface in various environments.

Automates content capturing, creation, and multi-channel distribution.

Integrates content into business processes using standard technology.

Highly scalable for high volumes and large numbers of users.

Provides workflow and case management for efficient back-office processes.

Complies with capturing and securing long-term storage requirements.

The digital mandate in public sector

Initiatives for digital government in various countries around the globe call for a new digital era in the public sector. Examples include the directive in the United States to build a 21st-century digital government, Singapore’s eGovernment initiative, Germany’s EGovernmentAct (EGovG), the South Australian Office for Digital Government’s digital transformation strategy and the UK Government Cabinet Office and its Government Digital Service initiatives. The aim is to lay the foundation for a digital administration to create simplified and more efficient processes for federal, state, and local authorities.

The reality, however, is often a very large administrative paper trail that slows down processes and affects responsiveness. Where applications support various processes, they are often isolated rather than interconnected solutions and do not enable collaboration inside teams and across departments.

Key to delivering a digital strategy is an electronic file that captures all relevant content and manages its lifecycle, eliminates paper, and integrates unstructured content with business processes and systems. Enter OpenText, with unrivaled public sector experience and market-leading, innovatively designed solutions purpose-built for modern government. Extended ECM for the Government enables digital processes

Extended ECM for Government enables digital processes

Extended ECM for Government is a digital file management application based on international standards, such as DoD, MoReq2, and CMIS, that complies with applicable regulations. It is an extension of the OpenText™ Extended ECM Platform, 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.

With its standardized interfaces, such as Content Management Interoperability Services (CMIS), web services, and Rest APIs, Extended ECM for Government integrates into various leading applications and enriches business processes with timely and relevant content. It also uses data from leading applications to present content in the relevant business context to the user inside, as well as outside, the application.

The core capability of Extended ECM for Government is the management of content throughout its entire lifecycle, including secure and compliant long-term storage and support for back office processes with workflow and case management.

Integration into business applications and utilizing business data ensures that information is relevant, consistent, and delivered in context to the end user. The solution provides role-based access, where the role steers the user interface and assigned tasks, as well as functional, organizational, and access rights.

Collaboration spaces for teams, social features, and workflow capabilities promote process efficiency and teamwork across departments and spanning applications as the content follows the process.

Functionality in detail

Enterprise Content Management

Extended ECM for Government is designed to help individual users, teams and organizations reduce the amount of time and effort spent managing, organizing, and sharing information across business processes.

With its underlying secure and centrally managed content repository, Extended ECM enables the storage, control, and retrieval of any type of electronic and physical content so users can deliver the right information, to the right person, at the right time, every time.

The solution meets the fundamental requirements of an ECM strategy with the following capabilities:

• Document management (version control, access control, and approvals)
• Capturing and ingestion
• Records management (for the full lifecycle of both electronic and physical records)
• Document-centric workflows
• Archiving (for access to archived information across any storage medium)
• Collaboration
• Content Access
  

Comprehensive search capabilities include full text and attribute search, as well as faceted search based on metadata contained in folders and documents.

An easy way to navigate to a specific folder or document is the faceted search, which narrows results based on different attributes attached to the content. There is also an advanced search option to build and store more complex search patterns.

The content can be accessed in the web-based OpenText Smart UI and inside Microsoft Office applications, including Microsoft Outlook and Microsoft SharePoint, and mobile browsers on tablets or smartphones, depending on the user’s preference.

eFiles and eCases

Extended ECM for Government provides special business workspaces called eFiles and eCases. These workspaces group content, manage metadata and provide business data, such as the department responsible for the eFile or eCase, or a team working on the case. For each eFile and eCase created, a unique reference number is assigned based on flexible rules which can, for example, include the file plan position and responsible department.

eFiles, eCases and documents can be assigned to users, workgroups or organizational units so that users can easily locate the daily work in their inboxes. Access to files and documents is controlled by an extended authorization paradigm based on roles and organizational structure. Access rights are controlled on a user, group and role-based level and can be further refined with functional rights, confidentiality levels, etc.

Content in context

The workspace concept allows all stakeholders inside and outside the organization to collaborate effectively. Collaborative features include commentary, project workspaces, discussion forums, assignments, and tracking capabilities.

When a process and project involve external users, Extended ECM for Government extends to create a secure environment and workspace where all users can interact safely and the electronic file remains secure in the repository

Extended ECM for Government combines content and governmental context and makes it available to the user in a hierarchical structure. Mandatory and optional metadata can be applied to documents, eFiles, and eCases, as well as operations, such as workflow initiation.

Metadata can be inherited in the folder structure and from business objects in leading applications, making metadata assignment a simple and, as far as possible, automated process that reduces the risk of errors (for example, controlled vocabulary lists). Files associated with folders in the file plan automatically inherit retention policies, security control, etc.

As new documents are added, metadata can be automatically filled in based on the parent container, such as automatic document number, and operation and business information aligned to authority-specific rules.

Extended ECM for Government offers circulations based on OpenText AppWorks, which is a specific workflow to address users and groups in sequence or parallel. The circulation includes a full workflow audit, showing which steps have been processed by whom, and where the process may have stopped.

Landing page and government desktop

Extended ECM for Government provides a role-based landing page that can be configured to contain tiles with various content relevant to the specific role. Available tiles include:

Directly accesses the government desktop.

Shows the inboxes of the colleagues who assigned the user as a deputy.

Provides information on recent changes.

Provides fast access to items recently worked on.

Offers access to the eFiles folder.

Offers access to the eCase folder.

Offers access to configured folders.

Define a set of predefined search terms.

Contains the user’s personal workspace.

Content capture and creation

The included scanning application supports procedures that allow for the destruction of the original paper document after scanning to meet the TR-RESISCAN standard.

The included scanning application supports procedures that allow for the destruction of the original paper document after scanning.

Scanning can be distributed to support departmental scanning, such as the digital mailroom, or centralized through mass scanning centers. Extended ECM for Government automates the capture and creation of documents. Incoming paper documents, as well as electronic documents, can be automatically classified, and pre-defined attributes extracted from the content.

This reduces errors and speeds up the registration of the documents and the overall process. Outgoing documents can be created in an automated or interactive way, using 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 attachment to a generated email or sent physically through the mail.

When documents with sensitive information need to be disclosed or exchanged, confidential sections can be redacted. The OpenText Brava! Viewer in Extended ECM allows users to designate a markup file containing redacted entities to be published with the file as a redacted document rendition, as a PDF or TIFF output file.

This means that redactions associated with the published document can never be edited or removed by the end user and the text and images beneath the redacted entities cannot be viewed, copied, or searched. Redactions are used, for example, to conceal sensitive information for legal, financial, privacy, and security purposes.

Extended ECM for Government supports secure long-term storage of electronic documents throughout the lifecycle of the content, from digitization to destruction. Retention policies can be directly linked to documents and areas of the file plan and are cascaded to sub-folders and contained documents.

Retention and records management

The transfer of files with metadata in XML structures from the OpenText repository to a federal or state archive is supported based on the XDOMEA standard. The solution supports the conversion of scanned documents and office formats to PDF/A, an ISO standard for long-term storage requirements. Digital signatures can be applied to the document and secured over its lifetime with renewal procedures in accordance with established standards, such as ArchiSig and ArchiSafe.

Extended ECM for Government offers a range of integration capabilities for specific public sector applications, as well as other leading business applications.

With the Content Management Interoperability Services (CMIS) interface, the solution supports an established standard for the integration of content into leading applications. In addition, Extended ECM for Government offers its own specific interfaces based on Rest APIs and documented web services, as well as a library of UI widgets, which embed the solution’s functionality into the UI of the business application.

Alternatively, the solution can be accessed directly by a URL embedded in the leading applications with the necessary security and permissions applied.

Open interfaces and integration

Productized integration options exist for SAP Business Suite, SAP S/4HANA, SAP SuccessFactors, Oracle E-Business Suite, Salesforce, and Microsoft SharePoint. Extended ECM for Government integrates documents with the business processes of leading applications and can even bridge application borders with a consistent view of the relevant information, spanning end-to-end processes.

Social and welfare services

Digitize the paper trail associated with social and welfare services, speed up processes and increase efficiency and responsiveness for greater citizen centricity.

Public infrastructure

Manage investment decisions, public real estate lifecycle and maintenance of infrastructure information in a consistent and traceable way.

Safety and security

Transform case management into repeatable, high quality process, with consistent filing structures and content under records management.

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 in all areas where digital file management, case management, content lifecycle management and integration capabilities into various environments and leading applications are needed.

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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.

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