Business Strategy The agencies Office of the Chief Information Office (OCIO) began an enterprise office system modernization project for its records and document management and correspondence tracking system.     Initiative: Modernize the agencies Correspondence Tracking systems (CTS). Replace its legacy Automated Correspondence On-line Response system for correspondence and Freedom of Information Act (FOIA) tracking, management and reporting.

Business Challenge Modernize, consolidate, and automate the business process for tracking, managing and reporting on all external and internal correspondence for the agencies' 26 program areas and 81 regional and field offices. With tens of thousands of pieces of correspondence requiring analysis, categorization, storage, and response yearly, a ubiquitous automated Commercial-off-the-shelf (COTS) solution was required. The agency desired the best available electronic correspondence tracking system (CTS) to track the flow of critical documents and executive commitments, gather statistical data, and distribute information. AINS Solution As part of the initiative to modernize the agencies CTS, they selected AINS “Xpress” product suite consisting of FOIAXpress, and ScanXpress integrated with Documentum Document and Records Management and Oracle. AINS worked with the Executive Secretariat’s (ES) office to analyze and create workflows for six critical external correspondence types (Congressional, White House, Elected Official, Public Interest Groups, and Appropriate Action). Within four months of contract award, AINS successfully began deploying the new CTS incrementally with the OICO and ES being the first to go live followed by the remaining 24 program offices, 10 Regional and 81 Field Offices. Upon completion, 9,000 remote and local users will be using the system with a total 16 workflows. Additionally, 250 remote and local users will be using FOIAXpress to process the agencies FOIA requests. Benefits Lower Cost of Ownership Regulatory Compliance User Friendly Rapid Deployment Improved Staff Efficiency, and Productivity Automates Letter Preparation Reduce Paper Handling Consolidate Fragmented Business Processes Real-time Process Monitoring Enhanced Management Reports Full Audit Trail Increased Management and Control Technology FOIAXpress Documentum RM Microsoft Windows Server ScanXpress JAVA Microsoft IIS Server

AINS, Inc., 806 W. Diamond Avenue, Suite 400, Gaithersburg, Maryland 20878 | Phone: 301.670.2300 | info@ains.com | www.ains.com