State Department of Law Enforcement
DataMotion uses the DataMotion Platform, secure email automation and secure mailbox to cut costs, migrate to an E-Delivery Platform and deliver thousands of documents quickly and securely for a state department of law enforcement.
Background
A law enforcement agency for a large US state is tasked to fulfill criminal background check requests for the state’s business and government entities. Each year, it receives over one million requests, and must quickly process and deliver its findings in a secure and cost effective manner. In the past, these documents were delivered by overnight courier, with delivery costs accounting for almost half of the total amount charged for each request. In the face of tough budgetary conditions, and in an effort to modernize their operations, the state looked for ways to reduce expenses while maintaining or improving security and response times.
Challenges
- Deliver millions of sensitive documents quickly and cost-effectively
- Migrate from courier service to e-delivery
- Shift from cost center to profit center
The state faced several challenges when moving from courier to electronic document delivery. First, by their nature, background checks may contain sensitive information such as social security numbers that cannot be publically disclosed. They needed to ensure that sensitive data was delivered securely to the intended recipient, even though it was being sent across the public internet. In addition to security, their business needs required tracking data for each background check delivered, similar to what they received with overnight courier services. A third key challenge was ensuring that the system could be used by the wide spectrum of constituents requesting background checks. Since they service the entire state, one-off requests are made by individuals with little to no technical skills, while at the same time, large enterprises with sophisticated IT operations make tens of thousands of annual requests. As a result, a solution that takes a one-size-fits-all approach to document delivery would not accommodate the needs of such a broad user base.
Secure Electronic Delivery Across Sectors
Electronically deliver sensitive data to a wide range of consumer, business and government users in a secure manner
Ensuring Compliance with CJIS Regulations
Comply with FBI Criminal Justice Information System (CJIS) rules for handling sensitive data
Brand Integration
Integrate with the agency’s branding
Efficient Transaction Handling
Handle millions of transactions while allowing easy retrieval of individual documents
Scaling for Increased Background Check Demand
Scale severalfold as new legislation greatly expands the volume of background checks to be delivered
User-Friendly Interface
Be easy-to-use and maintain for operations staff
DataMotion Platform & Secure Email Automation
The state adopted DataMotion’s platform for secure email automation. DataMotion’s scalable, enterprise-ready solution, compliant with CJIS data security rules, offered diverse delivery options.
Cost-Saving Transformation
Seamless Email Encryption
Results
- Courier-based delivery costs and inefficiencies have been eliminated
- Implementing electronic delivery turned the initiative from an expense into a profit center
- Multiple delivery methods make the system easy-to-use for all types of partners and individuals
- Secure email on employee desktops cut costs and accelerate business processes
- Auditors and operations are satisfied with detailed delivery tracking
- Lights-out server operation requires minimal IT staff attention
“Our client didn’t want to stand up another interface and we agreed; it would add complexity, was cost prohibitive and would be disruptive for both plan members and service reps… There were other tools that could have fit, and we did give them a hard look, but DataMotion had stronger, more flexible technology, a pricing advantage and a proven track record with us.”
Secure Your Confidential Data. Ensure Compliance.
Contact us to learn more about how our solutions can help your organization achieve its data security and compliance goals.
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