SUCCESS STORYRegion SkåneIndustry• GovernmentSolutions• OpenText™ AppWorks™
• OpenText™ Exstream™
• OpenText™ Extended ECM

Results
Created a central repository
capable of securely storing millionsof documents
Enabled faster responses topublic information requests
by accelerating retrieval of
public records
Laid foundation for a streamlined,
open and effective approach tosharing information with internaland external stakeholders

Region Skåne moves toward more
open and responsive public services
Local government organization set to improve transparency andautomate time-consuming manual processes with OpenText™ ExtendedECM and OpenText™ AppWorks™
“Our goal is that all 35,000Region Skåne employees
will use OpenText Extended
ECM as their single
document repository—
allowing them to collaborate
more effectively.”
Mikael Pankko

Unit Manager – Staff and Development
Region SkåneRegion Skåne moves toward more open and responsive public services

Delivering key public services
One of the 21 county councils of Sweden, Region Skåne is responsiblefor delivering key public services to the area’s 1.3 million residents.
The organization’s 35,000 employees help support healthcare, criticalinfrastructure and public transport facilities.
Sweden has one of the world’s oldest laws around freedom of thepress and freedom of expression, dating back to the Freedom of thePress Ordinance of 1766. Today, the Swedish Constitution requiresthat information collected or created by authorities be preserved andmade open to the public.
“To meet the requirements of Swedish and European law, wemust respond to freedom of information (FOI) requests within aset period of time,” says Mikael Pankko, Unit Manager – Staff andDevelopment at Region Skåne.

Creating a central record management platform
Region Skåne relied on many different systems and repositories tostore and manage digital information. These ranged from purposebuilt document management tools to informal solutions, such as email
inboxes, shared drives and external storage media.
“We have a dedicated record-keeping team, which is responsible
for handling FOI requests from the public, alongside otheradministrative duties,” Pankko says. “When we receive an FOI
request, the team assigns it a unique case number, contacts therelevant teams in the organization to find the information and thenreports back to the person who made the request.”

In the past, Region Skåne’s record-keeping team depended on
several manual methods, such as emails and phone calls, to trackdown the information it needed. Because information was scatteredin many locations, searching for information was a time-consuming
process, and in some cases employees were unable to find therequested information at all.
“Region Skåne identified an opportunity to dramatically
improve the efficiency, transparency and control of information
management,” Pankko says. “The aim was to move from multiple,
scattered approaches for storing information to a single, central
and secure platform for all record-keeping.”

Selecting an information management solution
Key criteria for the new information management platform included
the ability to search quickly and effectively for text and metadata
in any part of a document, to meet rigorous information security
and data governance policies and to scale to support millionsof documents.
After a thorough evaluation process, Region Skåne selectedOpenText™ Extended ECM, OpenText™ Exstream™ and OpenText™
AppWorks™ as the foundation for its new approach to information
management. By combining document and case management
capabilities, the OpenText platform will empower the organization
to address multiple use cases—from FOI requests and beyond.
Region Skåne has begun its deployment, starting with Extended
ECM. Today, about 2,000 employees are using the solution as their
document management platform, including the organization’s“By building a central
information management
platform with OpenText
solutions, we will be able
to replace decentralized
processes with efficient
digital workflows—
ultimately improving thespeed and transparencyof our services toindividuals andbusinesses across Skåne.”Mikael Pankko

Unit Manager – Staff and Development
Region SkåneRegion Skåne moves toward more open and responsive public services

record-keeping and political administration teams. Region Skåneis also using Exstream to create and manage document templates
improving the efficiency of communicating with citizens and othermunicipal stakeholders.
“Our goal is that all 35,000 Region Skåne employees will use
OpenText Extended ECM Platform as their single document
repository—allowing them to collaborate more effectively,” Pankko
says. “We’re currently enhancing Extended ECM with the latest
user interface, after which we will continue the rollout across otherdepartments in Region Skåne. We will also be carrying out a farreaching document discovery exercise, which will help us locate
all the records that should be migrated to the new platform.”

Laying the foundation for streamlined services
While Region Skåne’s journey with OpenText solutions is justbeginning, the organization is confident that it has laid thefoundations for a more streamlined and effective approach to
sharing information with internal and external stakeholders.
“Once every team in the organization is using Extended ECM,
fulfilling FOI requests will be vastly more efficient,” Pankko says.
“Instead of calling and emailing different departments to huntdown documents, our record-keeping team will be able to search
directly in Extended ECM—helping us to enhance the citizen
experience and meet our legal obligation to respond to
FOI requests in a timely manner.”
Region Skåne also sees great potential to use the low-code
development capabilities of AppWorks to automate key processes
for the benefit of employees and citizens alike.

“We are now exploring ways to use AppWorks to streamline theprocess of applying for financial support, such as social benefitsfor citizens or financial support for cultural projects,” Pankko
says. “Today, the application process requires citizens to submit
requests in writing, which introduces delays and costs associatedwith sending and managing paper. With AppWorks, our goal
is to automate the application process and allow citizens andbusinesses to complete their applications online—enabling ourteams to receive and process their applications faster, resulting inhigher-quality services.”

Supporting public service innovation
Looking further ahead, Region Skåne plans to use its OpenText
platform to support one of the largest projects in the organization’s
history: a deployment of a new electronic health record (EHR) system
for the entire county.
“Region Skåne has partnered with a neighboring county tomodernize the public healthcare system, including an integrated
EHR solution,” Pankko says. “While all clinical data will be stored on
the EHR platform, we plan to integrate Extended ECM with the newsolution—enabling healthcare workers to access administrative
records via the EHR system.
“Thanks to our partnership with OpenText, we’re on the way toachieving something quite unique in Sweden’s public sector.
By building a central information management platform withOpenText solutions, we will be able to replace decentralized
processes with efficient digital workflows—ultimately improving
the speed and transparency of our services to individuals andbusinesses across Skåne.”About OpenText
OpenText, The Information Company,
enables organizations to gain insight
through market leading information
management solutions, on-premises orin the cloud. For more information aboutOpenText (NASDAQ: OTEX, TSX: OTEX)
visit opentext.com.
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