Document Imaging and Capture Initiatives within the Government of Canada (GC)

AIIM First Canadian Chapter – Ottawa Branch October 27th, 2011

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Presentation Outline• The Public Service of Canada• GC Document imaging and capture initiatives• GC Business drivers• PWGSC document imaging and capture services• GC Emerging Trends• GC Challenges• Questions

Public Service of Canada•More than 250,000 public servant employees

•Canada’s largest employer

•More the 100 federal departments and agencies of varying sizes and mandates

•PWGSC is Common Services Organization to GC – created in 1841

GC Document Imaging & Capture Initiatives•Production capacity

• PWGSC, Canada Revenue Agency, Statistics Canada

•Small to mid range capacity• Many departments and agencies – in-house build and

delivery

•No capacity• contract for services through Standing Offer or

Request for Proposal

GC Business Drivers• 280 billion pages per year are generated in

North America• The GC has an estimated 3 billion pages

available to be imaged• Library and Archives Canada will not be

accepting paper records as of 2017• New GC document management system called

GCDocs

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PWGSC Document Imaging and Capture Services• How we got started?

• Receiver General operations decentralized to Matane, Québec in 1977

• Bank reconciliation for 252 million GC payments per year including paper cheques

• Document imaging services began in 2003 to other federal government organizations

• The government identified document imaging as being an important strategic objective in information management

Video

PWGSC Document Imaging and Capture Services•PWGSC currently processes 1.5 million pages/month and 6.5 million cheques/month.

•Document types – Service and health records

transportation licenses, social assistance documentation, payments, security documentation and voter registration.

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An Enterprise Solution• Design, implementation and maintenance following

Accounting, Banking and Compensation’s stringent system development process applied in Receiver General and Compensation

• A shared service delivery model at governmental level that is repeatable and scalable

• Compliance with ISO 9001-2008 certification• Compliance with CAN/CGSB 72.34-2005 Electronic

Records as Documentary Evidence which provides a framework for non-repudiation in court

• Backed by Shared Services Canada

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Value Proposition for GC departments and agencies• Digitize paper record, extract data, index, archive, and

provide electronic access via secure web portal thereby providing instant access to the information through desktop PCs, enabling:

– Better decisions making

– Increased office productivity

– Improved call center service levels

– Substitution of costly storage area with productive office space

GC Pension Modernization

GC Emerging Trends•Digital Office Pilot Project - GCDocs•Mobile Scanning – field workers•Workplace 2.0

GC Challenges•Integration of email channel

•Improved OCR capability and automation

•Reduced manual intervention

•Application of standards

•Trusted Digital Repository

Questions