Recordation Modernization for Library of Congress

The Library of Congress’s (LOC) United States Copyright Office (USCO) required business and data analysis services to modernize and document the recordation function and  provide the convenience and efficiencies of online filing, including more accurate data, faster processing times, improved public access to information, and a stable and secure IT environment for the future.

Sonora updated substantial but incomplete documentation of the current state of recordation. Sonora updated the document based on gaps identified during the initial review paying special attention to gaps regarding how customers currently submit a variety of documents (licenses, security interests, wills, transfers, personal data, etc.).  Based on policy decisions made by the USCO, Sonora developed a Future State Report for recordation. The Future State Report should did assume a particular IT tool but focused on the business changes necessary for a redesigned recordation program. Sonora also developed a gap analysis between the current and the future states.

Sonora also conducted a fiscal analysis of the updated recordation future state.  The fiscal analysis touched on the fees and fee structure of the recordation program. The analysis is meant to lay the groundwork for a cost/benefit analysis once particular tools are identified for evaluation. Sonora also produced initial documentation of future business requirements.  These requirements were documented in a Business Requirements Document (BRD) for Recordation.  The BRD included (but not limited to) the following: future process map, policies/business rules, business objectives, business environment/resource needs, risks, stakeholder analysis, assumptions, and constraints.  The BRD focused on the business perspective.

Technologies Utilized:

• Visio, Erwin Data Modeler

• Expertise gathering and prioritizing stakeholder input and recommendations.
• Performing analysis of existing systems.
• Developing feasible and effective to-be processes to bring the best value to agency mission goals.

Results of Sonora’s support provided the LOC with a detailed modernization plan to for the recordation process