Access Partner Portal
Context
The legal body responsible for the management and availability of documentation regarding citizenship and civil status had several challenges to address in order to deliver the appropriate attention and the correct document. However, the capture at the time of the request generated the entry of erroneous data, so the task had to be repeated several times to achieve an effective document.
Current Situation
Citizens were required to bring an original document previously issued in order to manually enter the data contained in the certificate. There, the person responsible for data entry entered all the data by copying it from the document presented in order to fill in the official form and process the printout. In extreme cases, when the citizen did not have a previous document, this caused delays due to the search through the historical archive for the original documents and deterioration due to the handling of the physical files.
Objective
To digitize the historical archive of birth, marriage, death, divorce and legal recognition of financial dependents certificates, among others, to apply OCR, extract the main citizen data to create a database that would allow the intelligent search of each individual and facilitate the filling in of these on the current form with the correct data. At the same time, the aim was to facilitate the process of requesting copies of records, reducing the time involved in searching for physical files in storage, which could cause damage, and also to reduce the margin of error in re-entry by eliminating constant rework.
Solution
The organization acquired Kodak Alaris' complete solution for capture, data extraction and indexing to carry out this task, and the i4850 scanner facilitated execution thanks to its speed in digitization and the care with which it would handle each document, a special feature that would prevent the continuous deterioration of the historical record made up of millions of records just in terms of citizens' birth registration. Here the role of our reseller channel “Soluciones Tecnológicas y Empresariales” played an extremely important role, because with its document management software development, it managed to manage the extraction of metadata in a structured way to create a master database, generating a great impact on the automation of the process when a new request arrived, filling in the form efficiently and automatically by simply searching by document number, citizen's name or date of birth.
Having all the metadata managed in this way will also allow for the secure and available backup of the identity information of all citizens as opposed to performing unique searches for each application.
One of the main benefits for citizens was reflected in the response times, since, whereas it used to take approximately 7 days once the application was submitted, now, just by presenting an official identity document with the application, the data is validated in the system immediately, the template is filled in with the information taken from the database and the official document is printed, achieving a maximum of 20 minutes per application. In addition to the time savings, the accuracy of the information not only dramatically reduced the margin of error in the generation of the document and the rework, but also the costs, as it reduced the waste of inputs due to errors that involved the repetition of tasks.
In addition to the digitization of the historical archive, the process has been complemented by the creation of a digital document from the moment of creation or registration to eliminate the physical document and reduce the accumulation of physical files.
The solution consisted of 12 centrally installed i4850 units, providing remote access to the application at one-stop shops or from print kiosks.
Benefits and Results
For the client, the benefits were multiple and from various perspectives it allowed for a citizen procedure to be carried out in a transparent and fast way, with no errors, achieving great immediate customer satisfaction. And internally, the efficiency added to the application processes increased the productivity of the operators, who facilitate the execution of several requests in less time and with minimal or almost no rework.
- Reduction of times from 7 days to just 20 minutes per request,
- Reduction of costs in wasted supplies due to errors in official documents,
- Conservation of the historical archive in digital format, ensuring legibility and minimizing deterioration,
- Enabling of metadata for the issuing of official records from various points of service,
- Improving the public's perception of a modern and efficient government,
- Satisfaction of citizens with fast and human-quality procedures,
- Streamlining operational work with technological tools that help improve productivity,
- Counteracting the technological lag of more than 10 years.
Citizens find these types of solutions highly beneficial so that they can respond to citizens' requests in less time and with greater precision and accuracy.
