OSACO Group safeguards organisations from human risk factors that can impact integrity and reputation. This can range from fraud and financial crime, to sexual exploitation, abuse and corruption.

OSACO needed an automated and secure system to help international investigators collate evidence while working in remote, high-risk locations – for example Afghanistan, Syria and Iraq. They operate a global network of specialists in 28 countries, across all continents.

Assura worked with the company to build a fit-for-purpose electronic case file management system, which needed to withstand the scrutiny of UN and associated administrative tribunals and multinational organisations.

Solving the challenge

The chain of evidence that OSACO’s investigators develop is critical, particularly from an integrity, legal and client assurance perspective. Everything must be documented sequentially and securely, particularly if the case ends up going through a tribunal or disciplinary process.

OSACO Group Senior Manager Jaydene Buckley, formerly of the New Zealand Police and UN investigator, says the organisation’s work is complex and spans multiple countries.

“We recently worked on a case involving a privately-funded humanitarian organisation. Funding was paid off in bribes, and we were brought in to identify the gaps in their system and recommend how to fix the corrupt behaviour,” says Jaydene.

“It meant sending OSACO investigators to four different countries, over a period of 10 months.”

Security and confidentiality is critical to OSACO and its clients, says Jaydene.

“Integrity and due process is absolutely essential to the work we do. There is reputational and operational risk with any type of case that we investigate.”

Prior to approaching Assura, OSACO was using three different systems. This meant information was not easily accessed, and there was inconsistency in uploading data.

“Consultants were using multiple systems, which meant material was being uploaded at different times. We also didn’t have a complete overview of each case, or access to all of the information,” says Jaydene.

The chain of evidence that OSACO’s investigators develop is critical, particularly from an integrity, legal and client assurance perspective. Everything must be documented sequentially and securely, particularly if the case ends up going through a tribunal or disciplinary process.

OSACO Group Senior Manager Jaydene Buckley, formerly of the New Zealand Police and UN investigator, says the organisation’s work is complex and spans multiple countries.

“We recently worked on a case involving a privately-funded humanitarian organisation. Funding was paid off in bribes, and we were brought in to identify the gaps in their system and recommend how to fix the corrupt behaviour,” says Jaydene.

“It meant sending OSACO investigators to four different countries, over a period of 10 months.”

Security and confidentiality is critical to OSACO and its clients, says Jaydene.

“Integrity and due process is absolutely essential to the work we do. There is reputational and operational risk with any type of case that we investigate.”

Prior to approaching Assura, OSACO was using three different systems. This meant information was not easily accessed, and there was inconsistency in uploading data.

“Consultants were using multiple systems, which meant material was being uploaded at different times. We also didn’t have a complete overview of each case, or access to all of the information,” says Jaydene.

Results

OSACO configured Assura’s automated workflow platform to develop an electronic case file system.  Investigators can now collate and upload evidence to one central, secure database.

The system automatically documents and itemises evidence, which improves efficiency and professional integrity. Reporting is also streamlined and consistent across all investigators.

“A key feature is that as soon as an investigator uploads a document it is assigned a number, and you can’t change that number,” says Jaydene.

“That’s really important for us, because it can be used as evidence. All the information we have about that particular allegation is now in the case file. The integrity of the process is protected and the information is kept securely in one place.”

The new system has also provided consultants with a standard process for uploading evidence.

“We call it the stop go gate,” says Jaydene. “An investigator can’t move on to the next step without the manager signing it off. This is extremely important, especially when the manager is based in New Zealand and your investigator is on the ground in Afghanistan.

“Integrity and due process is absolutely essential to the work we do. There is reputational and operational risk with any type of case that we investigate.”

“Consultants can now access a system that is built-for-purpose – regardless of their location. This saves them time and makes their job in the field a lot easier.”

“Any manager can also step in and review the information to determine if there is something missing. We now have a complete overview and access to each case.”

Remote access was particularly important, says Jaydene.

“Consultants can now access a system that is built-for-purpose – regardless of their location. This saves them time and makes their job in the field a lot easier.”

Ultimately, clients can feel assured by the level of security the system offers.

“With this particular case management system we can confidently claim the information is not going to leak out,” says Jaydene. “It’s our internal mechanism and we have complete control over it, which is reassuring for our clients.

“At some stage the case file and evidence might also end up going to a tribunal or criminal court. It’s critical that we can demonstrate that the information has been stored securely and is protected. Assura has helped us do that.”