Kentucky Governor's Office for Technology 
Xerox Assists Vital Information Flow to Executive Branch
"Kentucky is boldly moving forward." 
The Kentucky Governor's Office for Technology (GOT) 
reflects Governor Paul E. Patton's vision and policy 
directives to change the way the state does business, including distributing and 
effectively using information. Under the direction of the Chief Information Officer, 
Aldona Valicenti, the GOT serves as the state's Information Technology provider and 
consults for 12 cabinets and over 120 boards, commissions, and departments. 
The GOT's core mission is to collaborate closely with agencies to develop and 
maintain a statewide architecture for effective content management throughout the 
Executive branch. The GOT's responsibilities include establishing hardware, 
software, and telecommunications standards, maintaining agencies email servers, 
and assisting and advising whenever technical issues arise. 
The Content Management Challenge
The GOT saw an opportunity to foster the development of "communities of practice" 
and encourage collaboration and communication throughout the state. 
The GOT enterprise spans multiple locations and operating platforms, resulting in 
disparate information sources. Sharing resources was problematic because key 
information such as billing transactions and monthly reports, as well as highly 
confidential information, was stored on a mainframe with proprietary security and 
authorization codes. Easy access to routine information was not possible, causing 
numerous information bottlenecks. If a GOT customer agency had a question about 
a bill, there was no way for customer service representatives to access the 
statement to answer the question. 
Consequently, the GOT over-relied on the department's website to share 
information. But that caused problems because it was not secure and risked 
confidentiality. Additionally as content changed, the document creator would have to
give it to the Webmaster to manage re-posting it. With hundreds of document 
creators, it was a challenging task to keep the documents on the Web current. 
If paper documents needed to be shared internally, copies were made and 
distributed through the mail - a process that was both slow and expensive. 
The Kentucky Governor's Office of Technology Benefits
Because of its comprehensive feature set and ease of use, DocuShare's GOT content 
collections, including Strategic Planning, Administration, and Governance, have 
become strategic information resources for the Executive branch. 
DocuShare allows full-text searches across multiple servers, giving GOT employees 
and contractors critical and valuable information from anywhere at anytime. 
Document collaboration is now possible at participants' convenience or in real time. 
DocuShare's Version Control feature ensures the most recent version of a document 
is visible, while archiving older versions for reference. DocuShare's Subscription 
feature automatically e-mails notification of new content to appropriate 
collaborators. 
DocuShare has clearly made quite an impact on the GOT workflow. There are over 
600 DocuShare users within the GOT and 300 external users. According to Charles 
Robb, Director of IT Consulting Services for the Division of Planning and 
Architecture, "DocuShare is so simple to learn that people I never expected to try 
are using it. Everyone is embracing the technology." 
Xerox - USA
9/12/2002

Robb is so impressed with the Xerox Content Management Solution that he is an 
advocate to other government agencies. But he is most impressed with how GOT 
has improved its service to the Kentucky Executive branch. "We started to undergo 
a controlled change about two years ago. Xerox has really helped us keep our 
momentum." 
9/12/2002