Judiciary Department – Case Study
Our client, Judiciary Department – a Government Entity, required scanning and indexing all the documents across all UAE branches, followed by post digitizing and uploading to Documentum DMS. All departments were in the phase of implementing E-services to all its customers, through which the processing, closing , tracking of documents are easy and employees can work on different aspects of operation depending on priority. Also to stream line the process of documents and concentrate on any pending issues.
This initiative was taken to provide a better service to the public in their best interest Estimate volume of 40 million pages were to be scanned and indexed within a period of 18 months.
The Users across different departments in the organization were storing physical and some electronic documents in an unorganized manner with no particular structure or in email and local shared drives. The problem of searching and locating of documents was hard enough for the department’s for the physical as well as electronic. If an inquiry was received, they would be unable to locate all documentation relating to it.
The implementation of our solution involved all the key officials from each department (Legal, Prosecution, Personal, Financial, Family Affairs, Criminal, Civil). Data Directs team was on hands in the early days to get assistance and training in the technical area.
After understanding the scope of the project, a team of 250 employees were dedicated to the project, working 2 shifts, for an approximate total output of 90,000 images per day supported by high end 28 flatbed scanners with ADF and 2 large format scanners. Data Direct invested in state-of-the-art technology to be able to reproduce high quality electronic images from paper documents. We worked on 100% quality efficiency with a verification process to ensure quality is consistently delivered across every image. Data Direct documented procedures explaining each task/ activity to be executed to the client’s requirement.
- Improved information management provided the insights necessary to support improved decision-making and long-term planning.
- It also boosts service quality and efficiency, enabling the government to serve the public more effectively.
- Policy-makers now have a wealth of information at their fingertips. Through custom queries and reports, they can quickly zero-in on the data they need, without resorting to manual processing and analysis
- This ground-breaking effort has taken government transparency to a new level, and has been widely recognized as a standard for other organizations to follow.