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Eliminating extensive paper handling at DIPI

01

Short introduction


"Some of the key which have ensured the success of this project have been Star Storage team extensive experience and high qualification in implementation of information management integrated systems. We were very pleased and also happy because we worked with a truly reliable partner - Star Storage." said Adina MACOVEI, Commissioner Police Chief, Project Manager in the MTEMIDTA project of the General Directorate for Intelligence and Internal Protection.

The General Directorate for Intelligence and Internal Protection is the specialized structure of the Ministry of Administration and Interior which carries out intelligence activities, with the view to ensuring the public order, as well as to preventing and countering threats to national security concerning the missions, personnel and information within the Ministry of Administration and Interior.

The General Directorate for Intelligence and Internal Protection is a component of the Ministry of Administration and Interior, in charge of collecting, processing, storing, protecting and valorizing the intelligence necessary for the accomplishment of the Ministry of Administration and Interior tasks, according to the law.

The General Directorate for Intelligence and Internal Protection cooperates through the National Registry Office for Classified Information with the N.A.T.O. Office of Security, and the EU Security Council for the implementation of the N.A.T.O. and E.U. standards for the protection of classified information within the Ministry of Administration and Interior.

02

Challenge


Due to regulated specific of the General Directorate for Intelligence and Internal Protection and its duties relating to obtaining, verifying, processing, storage, protection and capitalization of information, current work involves working with a large critical data and information volume.

Moreover, the organizational structure of the General Directorate for Intelligence and Internal Protection involves the following challenges: the existence of a large number of structures, documents categories that are managed within and of the existing registers throughout entire organization. Thus, most of the institution activities involve frequent use of paper.

All of these things lead to high costs and the emergence of major issues affecting the operations efficiency, including the large response times and hinder communication between distributed territorial internal structures.

03

Solution


Solution identified by D.I.P.I to address organization internal needs was the computerization of the main processes that involve extensive paper handling. In this case, after the analysis of the initial situation and the workflow features within the General Directorate for Intelligence and Internal Protection, but also of the specific requirements set by organization representatives, Star Storage specialists recommended to client-institution to improve internal working with documents policies and processes by implementing effective tools necessary to reduce time delivery to beneficiaries of the products made by D.I.P.I as well as through implementing a modern collaborative information system at the national level, as a secretarial support and documents management.

Thanks to the Star Storage experience and expertise, but also of the high quality solutions, services and products of that they offer, the representatives of the General Directorate for Intelligence and Internal Protection have chosen to follow the recommendations of the Star Storage specialists team engaged in project MTEMIDTA. They responded perfectly to the needs and requirements existing at that time in the General Directorate for Intelligence and Internal Protection.

In the MTEMIDTA project, Star Storage has provided to the General Directorate for Intelligence and Internal Protection its own complete solution, which involved the design and implementation of a modern and efficient document management system and addressed the high complexity of internal processes of the beneficiary institution. Star Storage solution was very complex, has included cutting-edge technologies in the IT field, and was comprised of the following key elements:

  • Electronic archive management subsystem in accordance with Law no. 135/2007 concerning electronic documents archiving;
  • Workflow management subsystem - offers the possibility of transmitting documents on approval workflows, workflow monitoring;
  • Electronic registry subsystem - offers a single documents registration within the electronic registers, allows institution documents distribution in accordance with institutional organizational structure;
  • Reporting and business analysis subsystem - enables execution reports and analysis of operational data collected in the database dedicated to the reporting process;
  • Internal portal subsystem - the main interface to the system, enabling management applications (sabbaticals, missions, caretaker, etc.), as well as the general interest information publication (press releases, notes, standards);
  • Identities Management Subsystem.

In addition, in the framework of the project were held training sessions of the D.I.P.I. specialists for use of specific software tools and were developed modern working standards for document workflows.

04

Benefits


Because Star Storage solution implemented in the General Directorate for Intelligence and Internal Protection were obtained the following major benefits that have led to the achievement of the project realized objective and goals:

  • Reduce document distribution costs by using electronic format and electronic transfer;
  • Documents with internal recipients are laid down only in electronic form on the basis of digital signatures (qualified digital certificates);
  • Standardization of the institution document approval process by implementing workflows with predefined steps and clear work rules;
  • Information consolidation, providing support to management for internal decisions;
  • Gaining real-time access to data depending on the rights assigned;
  • Automating certain tasks in order to reduce the time allocated to them (e.g. registration number allocation, allocating rights according to the rules, checking the authorization, users notification, the distribution of tasks/functions to substitute, sending documents in electronic archive, registration of the ┬ádocuments approved in registry etc.);
  • Reducing the time of internal requests approval/endorsement by using electronic documents and distribution system functionalities;
  • Obtaining a very high level of security and guaranteed according to access rights.

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