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Application for evaluation machine
Box
Box
Box - User Case Study - Saitama Prefecture
Introduced "Box" and "Okta" to promote paperless telework to realize the prefecture's DX promotion plan
- Digitize information assets and realize paperless
- Centralized content storage location for improved management and searchability
- Enhanced security with ISMAP support and logging of browsing/downloading
- Enhanced security when using cloud services from outside the agency with multi-factor authentication
- Import user information from multiple sources (LDAP, CSV) and integrate with cloud
- 99.99% high availability and compliance with Japanese law
Saitama
Planning and Finance Department Administration and Digital Reform Section DX Promotion Officer
Mr. Masaomi Ueda
Establishment of telework and paperless infrastructure under the DX promotion plan
Saitama Prefecture is located in the center of the Tokyo metropolitan area. Taking advantage of various conditions such as a favorable location and a large population, the gross prefectural product in 2018 was 23.2541 trillion yen, boasting the 5th largest economy in Japan. Currently, various initiatives are underway to make Saitama Prefecture the most livable prefecture in Japan, where all residents can live actively.
As part of this, in March 2021, the prefecture formulated the "Saitama Prefecture Digital Transformation Promotion Plan" that stipulates policies and measures for promoting the digitalization of government and the digital transformation (DX) of society as a whole. . In addition to steadily promoting the digitalization of the government, the plan aims to realize "DX for the entire society" by instilling digital infrastructure as a social foundation, transforming Saitama into a comfortable, prosperous, and truly livable new prefecture. The aims.
The outline of the plan consists of nine basic measures and three common measures. The basic measures are divided into prefectural citizen service measures, business service measures, and administrative affairs measures, among which administrative affairs measures include "digitalization of administrative affairs" through paperless, telework, AI utilization, etc., and cloud utilization of various systems. ``system standardization'' through promotion of standardization of common specifications, etc. Masaomi Ueda, who is in charge of DX promotion in the Administration and Digital Reform Section of the Planning and Finance Department, said, "In order to realize each measure, it is essential to transform the IT infrastructure. The specific solutions we needed were paperless support software, a file management system, a web communication tool, and an authentication system that serves as the gateway to using each service."
The previous system was operated in a private cloud environment, and there was a problem in accessing information assets within the agency. In addition, the file server allocated 5 GB of space for each employee, but there were many cases where the space was insufficient, and there was a problem that large files such as videos could not be stored. In addition, in the current environment, adding capacity is costly, so there were cases where each department added NAS on its own to survive. However, this would result in inefficient data retrieval and security concerns as the file storage locations would be dispersed. "The purpose of this procurement was to solve these problems," said Mr. Ueda.
"Box" and "Okta" were decided to be adopted under bidding that emphasized technical evaluation
In April 2021, Saitama Prefecture held an open competitive bidding process using a comprehensive evaluation method for the ``prefectural office digitalization tool introduction work outsourcing''. In the end, NEC Netssi was selected as the trustee. The company's proposal consists of Macnica 's content cloud platform ``Box,'' cloud-based ID management and integrated authentication service ``Okta,'' as well as web communication and paperless support software.
When Saitama Prefecture conducted a comprehensive evaluation, it placed particular emphasis on technical evaluation. Regarding file management systems, the key points were the variety of linked products, security measures, simple usability, searchability, and scalability. Box was superior in these respects, of course, but also because of Macnica 's proprietary provisioning tool, Hakonnect. Hakonnect can automate Box account management, folder creation, and access privilege granting as employees join, retire, or reorganize.
``Prefectural offices regularly undergo large-scale personnel changes, and other personnel changes also occur frequently.In addition to being able to manage accounts in conjunction with these personnel changes, it is also possible to manage accounts based on multiple levels such as departments and sections. What appealed to me was the ability to flexibly and automatically configure group settings, such as creating folders.'' (Mr. Ueda) Regarding the authentication system, in addition to having a proven track record and obtaining security-related certification systems, we focused on the fact that it was cloud-based. The specification clearly states IDaaS. Considering that the use of cloud services will expand in the future, we thought that the authentication system should also be cloud-based so that it can closely follow the evolution of such services. In addition, with a cloud-based system, there is no need to worry about operational burdens such as setting changes during version upgrades. Okta, which was adopted, was highly praised for its ability to import user information from multiple information sources such as LDAP servers and CSV in addition to AD linkage.
Furthermore, Box is provided in an ISMAP-compliant format based on the designation of the Japan region where the data center is located in Japan, and its terms of use comply with Japanese law. Similarly, Okta's terms of use are governed by Japanese law. These points were also essential points when adopting the product. In Saitama Prefecture, during the pre-bid information gathering stage, inquiries were made to Macnica about Box, Okta, and products that work with them. ``During the implementation process, we had difficulty integrating with the existing system and often had to make design changes due to changes in specifications, but Macnica responded quickly and appropriately.'' (Mr. Ueda)
Excellent flexibility, good usability, and reduced operational burden
This time, the number of Box licenses introduced by Saitama Prefecture has reached 13,100. “By moving from an on-premises server to a cloud content management system that also has cloud storage functions, the capacity is practically unlimited, and the ability to store files without hesitation is a big advantage. Not only is it extremely easy, version management allows the latest version to be displayed at any time, allowing anyone to quickly find the files they need.” (Mr. Ueda) It eliminates the need to secure an installation location, which leads to a reduction in the operational load. “The use of the cloud is also effective in terms of availability, such as BCP measures. I think that it will not cause any delays in prefectural citizen services.” (Mr. Ueda)
In addition, the point of evaluation is that you can check the history firmly. It can also be used as a detailed audit log, as it records who took action on the file and what they did for seven years. This can be expected to enhance security. Some of the systems are not limited to access from within the prefectural office, as was the case with previous systems, but we have created an environment where they can be used directly from outside the office via the Internet. This is because Okta's implementation of multi-factor authentication has made it possible to use it securely.
“Because we can now communicate with peace of mind even when working remotely, our work has definitely changed. This reduces the amount of time it takes to get approval from the boss, and speedy decision-making is possible.” can be taken in. In Saitama Prefecture, where employee personnel information is scattered in LDAP servers and CSV, this function is fully utilized to manage IDs. “Since it is a single sign-on service that does not require users to log in even if the number of services they use increases, I think it will become even more convenient as the use of cloud services expands in the future. We are able to create and manage IDs smoothly even when there are personnel changes that occur randomly.I think it will be an indispensable foundation for increasing services and changing users." (Mr. Ueda)
ペーパーレス化により億単位のコスト削減を目指す
Saitama Prefecture has achieved a reduction of 90.8% (April to September 2021, compared to FY2019) in a model department that was implemented as a trial for going paperless.
"In the second half of this fiscal year (October 2021 to March 2022), we will reduce by 50% compared to FY2019. We aim to reduce by 60% next fiscal year. In addition to paper, Printing costs, storage space, handling, etc. are expected to be reduced by hundreds of millions of dollars.To achieve this, further digitization of clerical work is essential, but it is also necessary to review business processes.Digitalization will be necessary in the future. I would like to work on changing the mindset, such as shifting to administrative processing based on the premise.” (Mr. Ueda)
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Saitama |
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| location | 3-15-1 Takasago, Urawa Ward, Saitama City, Saitama Prefecture |
| Introduction time | October 2021 |
| URLs | https://www.pref.saitama.lg.jp/ |
| It is one of the prefectures that make up the Tokyo metropolitan area, and the estimated population is the fifth largest in Japan by prefecture (7,336,455 people, as of January 1, 2022). Rich rivers such as the Arakawa and Tone Rivers, the beautiful mountain ranges of Chichibu, the Minuma rice fields and the thickets of Musashino, and other nature, as well as the bustle and convenience of the city as a “key point of transportation”. It is also one of the leading agricultural prefectures in Japan, and has many world-class traditions and cultures. | |
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