DOT.Comm's Content Management System Helps Deliver Instant Access and Managed Archives with iSeries Enhancement

The Douglas-Omaha Technology Commission (DOT.Comm) is responsible for archiving documents, such as deeds, vital statistics, legal documents and court records. DOT.Comm makes it a top priority to leave no room for error and worked with MSI Systems Integrators to enhance an enterprise content management system that revolutionized the way five entities within the City of Omaha and Douglas County share and access vital information.

The Challenges

Content Management

DOT.Comm's Content Management System Helps Deliver Instant Access and Managed Archives with iSeries Enhancement

The county attorney, probation officer, and public defender are among the many who rely on DOT.Comm for viewing access to records belonging to the Clerk of District Court. These records include public county records, court filings, real property information, and other legal documents. Many title companies and abstractors rely on remote access in their own offices to the Register of Deeds and Clerk of the District Court's documents. In such a time-sensitive, document-intensive operation, runaround over one missing file was a risk of inefficiency.

The concern was the amount of time spent searching for records. Misplaced records could mean several hours of searching if not properly filed or archived. Additionally, only one person was able to access the records at a time, further aggravating the workflow inefficiencies.

DOT.Comm needed a faster, more reliable and cost-efficient tool to enhance their content management process. It needed to help improve workflow, reduce costs, and stand up to compliance regulations mandating the maintenance of record filings that are easily accessible, properly maintained and categorized. Since microfilm is required by statute as an archiving medium, it would need to complement the content management process as a separate document management function.

The MSI Solution

After reviewing these requirements, MSI invited DOT.Comm to its Technology Enablement Center™ (TEC) to explore and experience the wide variety of tools available to address DOT.Comm's content management concerns.

Drawing on the fact that many documents had already been digitized to microfilm starting in the 1990s and that Content Manager had already been in place, MSI suggested enhancing the IBM® DB2® Content Manager tool by running these existing images on high-performance IBM iSeries™ hardware. This would make documents more readily available, when and where they are needed. MSI supported the Content Manager server installation and the iSeries platform in which it runs.

The enhanced system allows DOT.Comm to maintain and build an archive of documents it can keep forever while providing fast access to its clients. Once the documents are imaged and accessed electronically, they are available to multiple users simultaneously. Retrieval is much more efficient, and records can be stored indefinitely because space is no longer an issue. In fact, the power of this solution has enabled the Vital Statistics section of the Health Department to image all birth and death certificates going back to the beginning of record keeping-around 1870.

The Benefits

MSI's Content Manager on iSeries solution has the ability to cut retrieval times from several hours, in some cases, to just a few seconds for all digital public records and to only half a minute for records stored in an optical jukebox. In addition users no longer have to wait for someone to exit the system before beginning a records search, as the content management tool allows records to be accessed simultaneously by multiple users.

DOT.Comm has leaned on MSI over the past few years for various IT hardware and software projects, including Business Integration, Web-based solutions for its government business units and building an open and adaptable infrastructure for future projects. According to DOT.Comm's Systems Manager - Imaging, Steve Visek, MSI is making his job easier:

"MSI is able to assist in selecting hardware that meets our needs," Visek explained. "I've worked with a number of MSI's consultants over the years and have generally found them to be friendly, helpful, professional and highly capable."

For additional information on how MSI Systems Integrators can help your organization, call 800.640.4674 or visit www.msiinet.com.