Document Management and Archiving Solution

Document Management and Archiving Solution

National Institute of Statistics - Spain

Even with the usage of multi-channel data capture, and due to the nature of its work, the Spanish National Institute of Statistics (INE) must receive, on a daily basis, a large volume of statistical questionnaire surveys varying from thousands to millions. EverSuite provides INE with a robust solution allowing the loading and retrieval of digital images of paper questionnaires streamlining access to all concerned administrations & parties.

Challenges

For its statistics, INE collects data from citizens and businesses through multiple channels: by direct interview in which the interviewer uses a mobile device or complete a questionnaire on paper, using paper questionnaires available to respondents through telephone interviews or by providing means of data entry online. Due to the nature of its work, INE is faced on a daily basis, with large quantities of paper documents in various formats. Capturing all of this data that is either paper-based or electronic is a very time-consuming process, but could not be ignored since it is a vital requirement for this very specific type of business. In addition, INE deals with different forms of searches throughout its existing information center.
INE needed a customizable, flexible and scalable system that provides fast and multiple query options, to deliver consequently, faster services and improve productivity.

Solution Description

The National Institute Statistics (INE) and EVER TEAM launched a project called IMAGINE based on the EverSuite platform. The purpose of this project was to allow full traceability of generated queries, given the critical requirements of data protection and personal information security. INE was faced with the obligation to safeguard the governing statistical confidentiality at the institution and the export or generation of copies of encrypted image sets for delivery to the provincial delegations, or other entities of the national statistical body. The National Institute of Statistic needed to count on a robust documents management system, enabled to manage the massive load of images in very just a short time, making documents available to any existing enterprise applications and portals for collaboration between administrations. All supporting documentation would be provided to internal users (analysts and testers) and external staff, statistical agencies of state government, by accessing data and documents via intranet sites.

Benefits of the solution

With the integrated Optical Character Recognition techniques (OCR), questionnaires were systematically scanned, automating their circulation, reducing transport and storage costs, and providing images of the documents to all technical units that are involved in the data analysis and cleansing process.
In addition, EverSuite allowed the management and storage of documents related to the subscribed voters at the Electoral Census Office, directly received in digital format from other agencies related to elections management.
EverSuite was therefore used as a document management system, to manage and process bulk upload of images very quickly, publishing documents securely to the existing enterprise applications and portals for collaboration between administrations through web services. EverSuite allowed INE also to:

Digitize large amounts of survey questionnaires
Distribute the questionnaires to the provincial delegations
Process of bulk image uploads

About the National Institute of Statistics

Established in 1945, The National Statistics Institute (INE in Spanish) is an autonomous administrative body with legal personality and own patrimony, under the Ministry of Finance through the State Secretariat for Economic Affairs. The National Statistics Institute is organized into central services, provincial delegations and delegations within the Ministries.
INE collects data from citizens and businesses through multiple direct interview channels: the interviewer completes the survey on either paper based questionnaire, using a mobile device or online.