Library of Congress Digital Transformation and Process Modernization



Library of Congress Modernization of Recordation Process

Overview of the Engagement

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.

Description of the Scope of Work Performed

Sonora developed a Future State Report, focusing on the business changes necessary for a redesigned document lifecycle and recordation program. We developed a gap analysis between the current and the future states.

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.

Sonora facilitated improving internal processes by leveraging digitization and automation, enabling employees with digital tools, and collecting data to monitor performance and make more strategic business decisions

Technologies Utilized:

  • Visio, Erwin Data Modeler

Demonstrated Experience

  • Expertise in 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 Achieved

A detailed digital transformation and modernization roadmap helped LOC to improve their organizational efficiency. The data was in silos and retrieval was time-consuming. After the digital transformation, the information is better managed and accessible.