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Cutting down on red tape: |
Bridging Islands
of information with Authenticated Document / Data Exchange
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The most valuable asset an organization has is its
information or knowledge base. As an organization grows, the sharing
of and access to information and knowledge becomes critical. At the
same time an organization’s growth makes management of this
knowledge and information more and more complicated. Facilitating
the exchange of information and knowledge 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 introduction
depends on the users trusting these services and the privacy of their
personal data.
An organization’s knowledge is important for the short term
and the long term. In the short term information is critical to the
operations of an enterprise and in the long term information is crucial
for younger generations to learn and work from. Organizations with
numerous departments have difficulty managing their information because
the departments that comprise the enterprise act independently. These
departments hold information that is needed not only by each department,
but all the departments. |
Islands of information
As an enterprise comes into existence, it becomes segmented into different
departments or islands to facilitate managements of the enterprise.
While these organizational separations allow specialized and expert
knowledge to thrive, they crate significant barriers between departments
which prevent the access of the vary expertise that is needed. In
many instance the need to communicate or access information throughout
all levels of the organization creates a mind-bending over complicated
workflow. Often these barriers are a difference in the networking
platform, computer systems or particular organization’s structure.
In Figure A below everyday interaction between the police, sheriff,
jail, district attorney and court is outlined. |
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The need to share information throughout the enterprise
has created an inefficient and costly workflow. At each step, a department
takes information from a form and than physically inputs that information
or data into a new and unique system creating a new entry containing
the same information that was originally inputted into the enterprise
at steps 1. These redundancies create productivity, time and cost
inefficiencies at each level of the enterprise. The measurable cost
inefficiencies are staggering, the Bureau of Labor Statistics estimates
that it costs an organization an average of $25 an hour just to the
process data. Reason for doing these redundant tasks may be summarized
as follows:
1) Legal Signatures that are needed for authentication.
2) Privacy and Security concern
3) Data and Document Integrity.
4) Each entity establishing its control and identity
Any solutions should adapt to an organization’s workflow, as
well as be cost effective in order to create a return on investment.
Image X has worked with Chelan county clerk to create a Authenticated
Document network that will meet Federal Electronic Signatures in Global
and National Commerce Act Section 101, (d)(1)(B). We have achieved
this by not only meeting the privacy and security requirements and
also allow easy acceptance without the requirement of purchasing digital
certificate that is required in other methodologies.
The present approach is based on a patent pending methodology that
allows a County Clerk or other Official to create a Chain of trust
amongst the members of government as well as other organizations to
be authenticated and issued a digital certificate. The digital certificate
network follows the approach of Card space and allows organizations
to create a chain of trust based on documents that need to be exchanged.
Implementation of the present methodology is embedded in the Authenticated
Document Network created using Clerk ePass. The purpose of Clerk ePass
is to allow exchange of Authenticated Documents between Bar association
members and courts Public members and Courts for documentation of
legal status of a person or his/her real or personal property or aliases
or name changes Public, Court and Commercial institutions to document
dissolutions inheritance, legal transfer of real estate. Public, Court
and Banks and stocks and bond brokerages to document settlement of
a judgment ownership, ownership of accounts or the right to withdraw
or move funds. Public, Court, Social Security department to document
legal status and legal names Public, Court and Armed forces to document
legal transactions Public, Court, Schools to document legal status,
Prosecutors, Court and Prison inmates or convicted person documenting
conviction or satisfactory completion of sentence and restoration
of rights.
As outlined in figure B, the justice systems can integrate and streamline
their processes by replacing their current paper process by the Authenticated
Document electronic process. |
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The Benefits
Authenticated Document exchange allows departments to work together effectively.
The gap between islands can be effectively reduced with efficient Authenticated
Document exchange resulting in significant intangible returns on productivity,
collaboration and innovation. These types of returns have no real measurement
in the short term, but in the long term and through the life cycle of the
system, these types of returns can be measured by decreased retraining time,
reduction in turnover costs and significant productivity gains.
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.
In the long run Authenticated Document exchanges are inexpensive to develop,
implement, change, and manage. Printing and data entry costs are virtually
eliminated since Authenticated Document exchange allows systems to work
as integrated systems. The tables below outline the potential returns
on investment for each department described in the scenarios of A and
B.
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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 handling and actual shipping
costs). |
Conclusion
When making a decision about knowledge management an organization must look
at three things: cost, longevity, effectiveness, and ROI. To be successful
and competitive in the future, organizations need to manage their knowledge
effectively to bring departments together in both the short term and the
long term. Authenticated Document exchange is the most simplified and cost
effective knowledge management solution that can be used by an organization
to bridge their island of information. |
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