The Lebanese General Security deploys the Integrated Document Management and Workflow Solution from EVER TEAM

Faced with the need to manage the growing volume of documents, and in an effort to make gains in productivity and acquire timely and fast access to data, the General Security of Lebanon realized the need to implement an ECM solution for the capture, management, tracking, storage and archiving of its documents and correspondences. EverSuite’s unique and scalable solutions for document management and workflow responded to the General Security’s needs, helping them reach their enterprise objectives and goals.

Challenges

The Lebanese General Security used to archive its documents in paper format on shelves which obviously took up a great deal of space and resources. Retrieving and accessing this information was another long and difficult process, making citizens’ inquiries and paperwork an arduous journey.
Faced with the need to manage their growing volume of documents as well as in an effort to increase productivity and have a timely and fast access to these documents, the General Security of Lebanon required an Enterprise Content Management solution. The solution would incorporate document management capabilities with integrated workflow for correspondence management and high volume scanning functionalities, in order to speed up response times, while tracking and monitoring internal processes more efficiently.
The solution will be used to manage and archive the following types of documents:

  • Visas
  • Residencies
  • Passports
  • Transfers
  • Broadcasts

EVER TEAM was able to cover the General Security requirements by offering state-of-the-art EverSuite solutions for capture, document management and workflow, based on the Microsoft SharePoint platform, coupled with the exceptional EverSuite platform, leveraging EVER TEAM’s investment in the Microsoft Technologies.

Solution Description

The solution scope revolved around 3 main modules:

  • Resident control department
  • General secretariat
  • Correspondences tracking

EverSuite was configured to allow the flow of correspondences between internal and external departments. Its advanced annotation capabilities allowed end users to better create and share intelligent information. Optical Character Recognition on scanned documents was also included, enhancing search capabilities and results. EverSuite was deployed and configured at the General Security Data Centers as follows:

  • Centralized environment connected with other centers using leased lines and DSL
  • Fully Web 3-tier architecture
  • Windows Server, where 2 different editions of the products are installed, COM+ framework and J2EE platform
  • Centralized clustered SQL Servers connected to a backup station
  • A suitable Disaster Recovery solution was designed taking into consideration impact on business, failure risk, recovery time and alternate locations

In addition, the large volumes of electronic documents in the existing FileNet document management system were migrated to EverSuite.

Benefits of the solution

The proposed state-of-the art Enterprise Content Management Solution from EVER TEAM provided the Lebanese General Security with the following benefits:

  • Advanced and easy to use tools to capture any type of content
  • Management and organization of documents with easy and secure manipulation of data based on predefined roles and access rights
  • Streamlining internal processes by tracking and monitoring employee efficiency and reducing response time
  • Standardizing work procedures thus enhancing the quality of services
  • Guaranteeing whole document retrieval without losing subsequent pages
  • Eliminating on-site storage expenses and inconveniencies
  • Getting rid of manual document flow throughout different stages while controlling and tracking the flow of documents
  • Saving time and money by enhancing communication between departments

About the Lebanese General Security

The Lebanese General Security was founded in 1921. Originally known as the First Bureau, the General Security acts as the Lebanese Intelligence Agency and handles key functions distributed as follows:

  • Security Functions: collecting political information, analyzing, judicial investigations, surveillance etc...
  • Media Sponsorship: audio visual broadcasting,surveillance, etc…
  • Dealing with Foreigners: delegation, surveillance, correspondences, deportations, etc…
  • Technical Functions: passports, transits, entrance visas etc…