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“Bridging Islands of Information with Authenticated Document Workflow: Cutting Down on Red Tape”

The most valuable asset an organization has is its information or knowledge base. As an organization grows, the sharing of and access to this database becomes critical, while management of this information becomes more and more complicated. Facilitating the exchange of information between and within departments is an essential first step to integrating an organization’s knowledge assets. The successful delivery of electronic services is a primary objective of modern e-government, and their successful implementation depends on the user’s trust of the services and the privacy of their data. With multiple departments that operate independently, the management of all enterprise information becomes difficult.

Islands of Information
an enterprise becomes established, it becomes segmented into different departments or “islands” to facilitate company management. While these organizational separations allow specialized and expert knowledge to thrive, they create significant barriers between departments that prevent the accessibility of information. Often these barriers stem from differences in networking platforms, computer systems or the particular organization’s structure. In Figure A below, everyday interaction between the police, sheriff, jail, district attorney and court is outlined.

The need to share information throughout the enterprise creates an inefficient and costly workflow. At each step, a department takes information from a form and physically inputs that information or data into a new and unique system. This creates an entirely new entry with the same information originally input into the enterprise at “step 1.” These redundancies inhibit productivity, waste time and create cost inefficiencies at each level of the enterprise. The Bureau of Labor Statistics estimates that it costs an organization an average of $25 an hour just to process data. Several reasons for these redundant tasks include:

1) Legal Signatures are needed for authentication.
2) Privacy and Security concerns
3) Data and Document Integrity
4) Each entity establishing its control and identity

Solutions to these problems should adapt to an organization’s workflow and produce a return on investment

ClerkePass has partnered with national county clerks to create a Certified Document Network in compliance with all requirements of the Federal Electronic Signatures in Global and National Commerce Act. The established network meets the privacy and security requirements of HIPAA and enables easy acceptance without the requirement of purchasing a digital certificate. The present approach, based on patent pending methodology, allows the administrative official to create a “chain of trust” amongst members of a specified organization through the issuance of digital certificates.

Implementation of the present methodology is embedded in the Certified Document Network that is created through ClerkePass. With ClerkePass, individuals and organizations avoid the time consuming process of requested document copies and delivering them to various entities. By completing this process over the internet without the vulnerability of insecure web transactions, ClerkePass helps eliminate costs while maintaining authenticity and security.

As outlined in figure B, the justice systems can integrate and streamline their processes by replacing the current paper process with the Authenticated Document electronic process:

The Benefits
The Benefits Authenticated Document exchange allows independent departments to work together effectively. The gap between these “islands” is effectively reduced with Authenticated Document exchange, resulting in significant returns on productivity, collaboration and innovation. These benefits offer decreased re-training time, reduction in turnover costs and significant gains with productivity.

Authenticated Document exchange effectively eliminates temporary islands of information. These situations exist when time is lost due to printing, sending, and data entry resulting in monetary and productivity losses. Bridging temporary islands of information is crucial to the short and near term operations of an enterprise.

Authenticated Document exchange effectively eliminates temporary islands of information. These situations exist when time is lost due to printing, sending, and entering data - resulting in monetary and productivity losses. Bridging these temporary islands of information is crucial to enterprise operations and system integration. The tables below outline the potential returns on investment for each department described in the scenarios of Figures A and B.

Assumptions:
1. Cost of data entry is $1.50 per entry, (this is a labor cost).
2. Cost to fill forms is $1.50 per form, (this is a labor cost).
3. Cost is $20 per form or case copied, (this includes labor and material costs).
4. The cost to scan and / or archive each form is $1.00 (this includes labor and material costs).
5. Sending costs is $50 per each form sent, (this includes handling and actual shipping costs).

Conclusion
When making a decision about information management, an organization must consider cost, longevity, effectiveness, and potential ROI. Organizations need to manage knowledge effectively in order to obtain department harmonization and achieve success against future competition. Authenticated Document exchange is the most simplified and cost effective data management solution that an organization can use to bridge these “islands of information”.

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