The Knowledge Worker Desktop.

Success of digitization in the Danish Ministry of Transport.

by on Mar.31, 2010, under Digital government, e-government, government 2.0, innovation, Paperless government

At cBrain we have been involved in the development of a new “all-in-one software solution for paperless governmental departments” as we describe it. For white paper on this solution click here.

The following is a translation of a news release from the Danish Ministry of Transport – click here.

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The 4th of January 2010, the central department within the Ministry of Transport implemented a complete digitization of internal workflows. Already – after nearly three months – there is reason for saying that the project has been a success.

The full digitization involves casework, knowledge sharing, communication and archiving/journalizing done electronically in a single system, the electronic document and records management system, cBrain F2.

cBrain F2 was developed in collaboration between the IT company cBrain and the Ministry of Social Affairs, but the central Department within  the Ministry of Transport is the first place where cBrain F2 is implemented throughout the entire organization.

Head of the Department, Jacob Heinsen explains it this way: “We have – like most others – through a number of years had an electronic document management system, but it was just not generating the desired benefits because the system was not integrated, and because the cases were still moving around the house on paper. With the new system, we have not banned the use of paper in the proceedings, but paper has simply been outperformed. The employees are experiencing that it now is easier to handle cases and submit them to management electronically. They will no longer need to make a lot of paper copies, and they can also continuously follow how the cases progresses in F2. With the new system electronic document and records management is no longer an additional task, but a real reduction in work.”

A user survey conducted after two months of operation confirm this impression. By switching from the existing electronic document and records management system to cBrain F2, employee satisfaction with the system went from “poor” to “satisfactory”. “You would think it was a lie, but employees say they were actually excited about work after the introduction of the new IT system,” says Jacob Heinsen.

Project leader Thomas Ginnerup-Nielsen says about his experiences with the project: “It’s been hard work, but actually we have not had any crises in the process. It is in itself unusual for a government IT project. But the ultimate test is, of course, the results living up to – well, actually exceeding – the objectives of the project.”

See a showcase of user survey and results here.

Questions can be directed to contacts mentioned in the news release.

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