Government Technology - July 2008 - (Page 44)

first person S TAT E | LO C A L | F E D E R A L j j Synopsis: A federal agency seeks to manage and store e-documents. Agency: The Office of the Comptroller of the Currency, U.S. Treasury Department. Technology: Open Text Workflow and Information Systems and Document Manager (WISDM). Smart Docs EDITOR’S NOTE: THIS ARTICLE WAS CONTRIBUTED TO GOVERNMENT TECHNOLOGY BY THE U.S. OFFICE OF THE COMPTROLLER AND IS AUTHORED BY SUSAN L. SALLAWAY, RECORDS MANAGEMENT OFFICER AND DONNA BLANKENSHIP, WISDM PROGRAM MANAGER. Contact: Susan L. Sallaway, and Donna Blankenship, at www.occ.treas.gov. stablished in 1863 as a bureau of the U.S. Treasury Department, the Office of the Comptroller of the Currency (OCC) charters, regulates and supervises all national banks and federal branches of foreign banks. Headquartered in Washington, D.C., the OCC has four district offices plus an office in London to supervise national banks’ international activities. The OCC has a staff of examiners that conducts on-site reviews of national banks and provides ongoing supervision. The agency issues rules, legal interpretations and corporate decisions concerning banking, bank investments, bank community development activities and other aspects of bank operations. With each on-site review, many documents and official agency records are created that must be properly stored and managed. E Treasury office implements an electronic document and records management system. The complexity of large bank operations and the current regulatory environment also added to the OCC requirements to be included in a new system. The OCC’s Large Bank Supervision (LBS) business unit needed better tools to standardize and streamline its business processes, increase the security of electronic bank supervisory data and documents, and improve collaboration and data sharing among examiners. The OCC’s customers played a key role — several requested the option to submit documents in an electronic format. The OCC also would like to share information between federal financial regulatory agencies in the future. The Records Management team and the LBS business unit collaborated with the Office of Chief Information Officer (OCIO) to implement a system over several years that would fit the OCC’s needs. A holistic approach was employed during system development that integrated technology, processes and people to establish a scalable system suitable for eventual enterprisewide use. The Right Solution Several business drivers led the OCC to search for an electronic document and records management solution that facilitates supervisory activities, search and retrieval, and recordkeeping requirements. First the Records Management Program Office needed a solution that would ensure the OCC’s recordkeeping policy and records schedule are applied correctly and consistently, as required by law. The office also needed the ability to locate electronic documents quickly and easily not only for requests from program managers and Congress, but also for Freedom of Information Act requests and legal discovery. A Phased Approach The OCC chose a commercial off-the-shelf, Department of Defense 5015.2-compliant product from Open Text. The Workflow and Information Systems and Document Manager (WISDM) system offers a secure, central repository to store electronic examination information, applies consistent records retention and provides appropriate security across all documents. WISDM systematically JULY_08 44 BY S U S A N L . S A L L AWAY A N D D O N N A B L A N K E N S H I P | C O N T R I B U T I N G W R I T E R S http://www.occ.treas.gov http://www.govtech.com

Table of Contents Feed for the Digital Edition of Government Technology - July 2008

Government Technology - July 2008 Point of View The Last Mile Big Picture On the Scene Four Questions for ... Generation 2.0 at Work Dangerous Convenience Tainted Justice? Are You Ready? E-Discovery Basics Smart Docs Advanced Math Online Video Blues Spectrum Personal Computing Products signal:noise

Government Technology - July 2008

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