FEATURE the metadata for any internally generated documents including emails , scanned documents , and other electronic content files . Using the attached metadata , they systematically archive the documents so that they can be centrally governed and administered . By executing these functions , they also make the documents searchable and retrievable .
“ You cannot talk about e-transformation without talking about a centralised repository , that is well governed and secure , where all the documents end up . One of the major problems of public institutions is documents are scattered across the organisation and people spend more time searching for the documents trying to look for content ,” says adds Alami Hamdan .
There are two feeds into the Sudan Judiciary Document Management System . The first feed is from electronic documents being generated from either presentday applications or future applications . Documents from future applications will also be integrated with the Document Management System as the applications go live . The second feed is from scanned images of older conventional documents being added into the system . “ At the end , you have a single view of both of them , both have the same metadata and both can be searched .”
Correspondence Management System This is the official internal and external mail management system for Sudan Judiciary . Emails are not regarded as official since they can be deleted and modified . Moreover , they do not follow an internal hierarchal system . Correspondence Management System issues a unique identification number for every correspondence including paper documents . “ This enforces the orgnisational structure and provides a platform for official communication .”
Next phase Sudan Judiciary follows a centralised and hybrid architecture for its applications with Sudatel as the hosting and networking services provider . The network connectivity is point to point . The Document Management System has been built as a high availability system with load balancing and failover . And the next phase of implementation does include disaster recovery .
An important consideration during selection of the technology platforms for implementation was the ongoing hightechnology embargo restricting Sudan . “ That was one of the problems which we had and we had to think of this when we were building the solution . We did not have the same comfort like in other places ,” elaborates Alami Hamdan .
The successful closure of phase one
of implementation has led to phase two being awarded to Al Taqnyah as well . “ We are about to start phase two , which is a bigger project because it covers automation in the whole judiciary system ,” remarks Al Naeem . Based on the in-depth and long standing successful engagement with Dubai Courts , it will not be long before Al Taqnyah adds a similar relationship from the African continent to its customer portfolio . www . intelligentcio . com INTELLIGENTCIO
23