11/15/2002 - Luton Borough Council has awarded a contract to Fujitsu Services, one of Europe's leading providers of managed services for IT infrastructure, for a document management system that will reduce the amount of time spent processing requests for personal information from several working days to just four hours.
Citizens will receive an improved quality of service from the Council, with shorter response times on queries for personal information held by the Council. The Council will be more efficient as it will no longer have to manually search for documents within its file systems and across the four Microsoft Exchange mail servers which do not have global search functions.
The solution, designed and implemented by Fujitsu, is based on KVS Enterprise Vault software. It will enable Luton Borough Council to manage and automate the archiving, retention and retrieval of information stored in Microsoft Exchange mailboxes, personal folder files and public folders. The software compresses and stores emails and attachments, removing the file from the exchange database, decreasing the amount of storage needed in the Exchange database while retaining the information in a secure format.
Luton is working towards the 2005 e-government deadline and is increasingly using email as a method of communication with its citizens. Under the Data Protection Act, Luton is legally responsible for the security of all information supplied by individuals including within email. The implementation protects emails from being corrupted or information within them being altered. Emails are condensed to about 50% of their original size, saving several gigabytes of space on the email servers.
Local Authorities must also conform to the Freedom of Information Act, which gives individuals the right to see all personal information an organisation holds on them. The solution provides enhanced functionality for searching across all folders, meaning that the IT department no longer has to dedicate the equivalent of half a full time member of staff to track emails.
Chris Kadwill, information, communications and technology manager at Luton Borough Council commented; "If a local resident exercised their right to ask for all personal information that the Council held on them, we calculated it would take the postmaster 55 to 60 working days to collect all the records by searching all the files manually. This would be totally impractical so we contacted Fujitsu to help us control our message archiving. Fujitsu were able to quickly implement the message archive."
Phil McKirgan, solutions architect at Fujitsu Services commented; "Luton Borough Council receives and sends a total of 23,000 emails every day, this is an enormous amount of data to handle, protect and ensure is accessible when needed. The new system will mean Luton is the first authority to achieve management of its emails to comply with both the Data Protection Act and the Freedom of Information Act."
About Fujitsu Services
Fujitsu Services is one of the leading IT services companies in Europe, Middle East and Africa. It has an annual turnover of £2.4 billion (€3.9 billion), employs 15,500 people and operates in over 30 countries. It designs, builds and operates IT systems and services for customers in the financial services, telecoms, retail, utilities and government markets. Its core strength is the delivery of IT infrastructure management and outsourcing across desktop, networking and data centre environments, together with a full range of related services, from infrastructure consulting through integration and deployment.
Headquartered in London, Fujitsu Services is the European-centred IT services arm of the Fujitsu Group. The Fujitsu Group is a $38 billion (about €43 billion) leader in customer-focused IT systems and services for the global marketplace. Prior to April 2002 Fujitsu Services operated as ICL.
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