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The Commonwealth Ombudsman selects Objective to enhance case management processes

  • 24 March, 2009 10:15

<p>Objective Corporation (ASX: OCL) today announced the Commonwealth Ombudsman has selected Objective to provide an Enterprise Content Management (ECM) solution that will support integrity and transparency of their investigation processes.</p>
<p>The Commonwealth Ombudsman assists the Australian community by resolving complaints and fostering good government administration. The Ombudsman is independent and impartial, and works to improve public administration.</p>
<p>The Ombudsman’s office is highly information-intensive. The office receives approximately 33,000 ‘approaches’ a year, giving rise to approximately 18,000 complaints. All information around these complaint cases needs to be captured and managed effectively for investigation purposes. This information includes letters, emails, faxes, web forms and phone calls.</p>
<p>“The Commonwealth Ombudsman as an organisation embodies the values of integrity, accessibility and impartiality. These values need to be reflected in our information management strategy,” said Mr Peter Rankin, Director of IT Services.</p>
<p>Over recent years, the volume of email traffic through the organisation had increased at a high rate. Emails became a challenge to manage and capture as corporate record. Combined with a number of disparate repositories of network-shared storage and an increasing amount of physical and electronic documents associated with case management, led the Commonwealth Ombudsman to seek out an ECM solution.</p>
<p>“The organisation needed to bring together all our dispersed information in a more efficient, structured and useable manner,” said Mr Rankin.</p>
<p>Through a competitive tender process, the Commonwealth Ombudsman sought a solution that would:</p>
<p>Enhance their ability to find information across the organisation.</p>
<p>Streamline case management and administrative processes.</p>
<p>Reduce costs associated with maintaining paper records.</p>
<p>Break down information silos to share information throughout the organisation - across teams, functions and geographically dispersed locations.</p>
<p>Manage risk associated with poor record keeping of critical information related to case management.</p>
<p>Comply with the National Archive’s Recordkeeping Metadata Standard for Commonwealth Agencie and Australian Standards for Records Management, AS ISO 15489-20002, 11.</p>
<p>“We were looking for a solution that would be our ‘single source of the truth’, that would allow us to retain and control information efficiently, reduce duplication and support effective and transparent decision-making in our investigations,” said Mr Rankin.</p>
<p>Objective will be used by 158 staff across the organisation. The Commonwealth Ombudsman has offices all around Australia. Using Objective as their single information repository for both active and historical case files, investigation staff will have the seamless ability to locate accurate and reliable information as needed, regardless of their geographical location.</p>
<p>“Being able to access a complete view of information will help us in many areas, including reducing the time staff spend on searching for important documents and reducing the risks involved that can occur because of a lack of transparency,” said Mr Rankin.</p>
<p>Using Objective’s version control and audit trails, the Commonwealth Ombudsman can manage risk around documents used to support investigations. The organisation will be able to ensure confidentiality, integrity and authentification of information by controlling access, edits and renditions of documents.</p>
<p>“We selected Objective because it met both our business and recordkeeping requirements. It is advanced in its integration capability, it has a rich functional environment and will provide us with a value for money solution,” said Mr Rankin.</p>

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