ICT services provider Fujitsu Services Oy has implemented an EMC Documentum based electronic service solution for the Administration of the Interior in Finland. The system also incorporates digital signature where the signatures are authenticated using Fujitsu's own mPollux technology. All in all there will be close to 10,000 Documentum licenses in use.
Administration of the Interior is a forerunner among the ministries, as it is the first to digitise its entire case management process. Moreover, the National Archives has granted it permission to archive the permanently stored documents in an electrical format. The decision-making process is also being digitised. The digitisation of the statement process is already completed.
"Since November 2010, all statement documents have been signed digitally and the digital version also serves as the archive copy. The digitisation of the processes still continues and we will gradually deploy the digital signature with nearly all our documents," says special advisor Markku Kraft from the Ministry of the Interior.
Digitisation will improve productivity and unify our processes as separate records and registers will be replaced by one unified system. The documents will be available in connection with their subject matter and as separate documents. This will result in improved information management and search capabilities as well as increased transparency.
"Previously employees saved documents in their computers, e-mail, folders, or on a shared network drive. With document management, we will have a shared tool to create documents and distribute them electronically. The project has aroused interest in other government agencies as well. After all, they all share the same pressure to cut costs and streamline their operations,” Kraft says.
The project, initiated in 2008, has progressed according to plan in phases. In 2009 the Ministry of the Interior deployed the system and the following year it was followed by the police, the Emergency Response Centre Administration and the Finnish Migration service. During this winter, the system will be expanded to incorporate The Finnish Border Guard and the ICT Agency HALTIK.
Electronic document management and giving up paper have meant a huge change for the personnel in carrying out their day-to-day tasks.
"We haven't yet conducted any official user surveys but to my knowledge the system has been very positively received. User training has made the deployment easier and the different user groups were taken into consideration already in the design of the user interface. For example, the basic users have a simpler and easier to use UI than the filing clerks," Kraft says.
For additional information, please contact:
Special advisor Markku Kraft, the Ministry of the Interior, tel. + 358 71 878 8321
Director Mauri Mikkonen, Fujitsu, tel. + 358 45 7880 3184
Press contacts: Satu Pelttari, Fujitsu, tel. + 358 45 7880 9624, satu.pelttari(at)fi.fujitsu.com
Date: 01 helmikuu, 2011