Case Studies

The Company

The United States Department of State (DoS) is a federal executive department responsible for carrying out U.S. foreign policy and international relations.

The Situation

The DoS implemented Simflofy as the key component for a Freedom of Information Act (FOIA) solution they built called Digital Archive Research Tool (DART). Simflofy is used to quickly find content across multiple siloed repositories and sync content between content management systems to address FOIA requests.

The DoS was struggling with pick-up batches, mapping metadata for different documenttypes and ingesting into different sites in SharePoint. Content was siloed across multiplerepositories and finding content across these repositories involved months of wasted manual work. The SharePoint, FileNet and Alfresco systems were impossible to keep in sync and provide the users with the content they needed.

The Solution

Simflofy was chosen for ease of configuration and fulfillment of those needs out of the box. The DoS uses Simflofy forfederation of Alfresco, FileNet, Shared Drives, Exchange and SharePoint, which allows the agency to access all of these silos in a unified manner. Simflofy is also used for real-time scanning of SharePoint files for immediate updates on records and alerting on search criteria, keeping strict control of information governance.

The Result

The DoS was able to simplify records syncing processes and eliminate manual steps forusers, increasing efficiency by a massive 95%.

Access to all content silos enables the DoS to view all their records across all repositories, generating real-time updates on new information. The initial project at Bureau of European and Eurasian Affairs (EUR) has been so successful that other bureaus are also looking at ways to leverage Simflofy.

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