Managing Government Agency Correspondence
ccmMercury is used by numerous government agencies to keep track of all incoming and outgoing documents for the political appointees and senior executives in the agency. In each organization, a centralized shared Correspondence database is used to track of all correspondence documents by all divisions and branches of the agency.
Business Process Redesign
For the agency in this case study, WorkDynamics worked with the agency's administrative support group to design and map out a new business process that allows the flow of information to be accessible by anyone at any time. The business process is non-trivial and was iteratively redefined and refined to ensure that data capture, file storage and management was consistent throughout the agency, but that the current reporting structure and flow of information was not modified.
A Sample Process workflow
(Full-size version of the diagram.)
ccmMercury Solution
WorkDynamics implemented a solution based on ccmMercury, which allows the Correspondence Unit within the agency to easily store, manage, track and monitor their documents. The solution includes an scanning and imaging package for capturing and storing the incoming or outgoing correspondence directly into ccmMercury. ccmMercury manages the access rights to each document through a series of rules, which can be based on information in individual fields. Storing all the electronic documents directly in ccmMercury creates a link between the incoming correspondence, any outgoing correspondence, and the metadata information from which the file classification number was derived.
ccmMercury provides complete searching and reporting capabilities, allowing staff to search for documents using any number of search terms and operators. If authorized, ccmMercury will allow staff members to launch the electronic documents within the associated native application to make modifications, with the option to create new versions when it is saved back into ccmMercury.
This agency is now using ccmMercury as their workflow tool of choice, with more than 100 users regularly using ccmMercury to track multiple types of information.