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Case Studies - Government

Electronic Document Warehousing at

SmartLicence is a one-stop shop for small businesses where clients can obtain all of their State and Commonwealth business licensing information, gain assistance completing application forms, either in person or over the telephone, and lodge all of their application forms free of charge.

FileOptics Electronic Document Warehouse was chosen by the Department of State Development Queensland SmartLicence in order to provide a comprehensive service to Queensland small business; enabling business licence application forms and registrations to be electronically represented, the licence application forms to be combined, components of the combined form to be selected and reconstituted, and licence application forms to be transferred via electronic means to other agencies.

System Features

  • Electronic FileRoom database
  • Cabinets, Folders & Documents
  • High-speed Document Scanning
  • Advanced COLD data archiving
  • Can archive any object file
  • Single product architecture
  • Client-Server design
  • Uses SQL database
  • Online storage
  • Near-line and off-line storage

Achievements

  • Tailored combinable business licence application from reducing the volume of paperwork for clients
  • Electronic representation of forms enabling cutting and pasting of the components of combinable forms
  • Electronic transfer of licence applications to other agencies

Savings

  • Savings of $6.5M to business annually through reduced red tape
  • Savings to other government agencies as a result of SmartLicence’s provision of information on all state and commonwealth business licensing information
  • Savings to the Department as a result of better utilisation of resources through the integration of databases
  • Savings to other government agencies resulting from the reduced incompletion rates of application forms and registrations
  • At all stages the capture process collects the operator ID, and date/time stamps the process

Improvements to Services

  • A reduction in the paperwork for clients saving time and money
  • Efficient electronic form transfer to government agencies
  • A reduction in the number of government officers clients must contact
  • Equity of access to services for all clients regardless of location

13th Government Technology Productivity Silver Award Winner (March 2000)

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