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On the way to the paperless office
The city of Gelsenkirchen focuses on
the DMS from EASY
Like many large cities, the city administration of Gelsenkirchen in the Ruhr region has its own IT service provider. The gkd-el (Gelsenkirchen Communal Datacenter-Emscher-Lippe) is an in-house institution and has been continuously developing the digital hardware and software infrastructure of the administration and its affiliated municipal operations towards the future for over 20 years. An important building block on this path is the application area of document management and archiving. This area is currently gaining considerable importance – among other things, due to the requirements that arise, for example, from the implementation of the German Online Access Act or the flexibilization of the working environment for employees of the administration.
In this area, gkd-el is pursuing a long-term strategy that began 15 years ago with a strategic decision toward the EASY product family. On this basis, a first major project was implemented in 2007. At that time, the Traffic Licensing department had to move to a new building.
Because there was no more space available for a paper archive, the existing paper files had to be digitalized. The volume was estimated at 2,500,000 pages.
“At that time, we had to find a future-proof solution for digitalization and secure storage. It was clear that a digital archive would also be the most sensible solution financially,” says Hans-Jürgen Reinhard, today head of the Electronic Archiving and Document Management team and project manager at gkd-el at the time. Thus, approximately 3 million data records were migrated from the old building to the legally compliant and audit-proof archiving system from EASY. The paper files were destroyed after careful review and backup.
Since then, this digital archive has grown by another 1.5 million data records to 4.5 million. The important thing to remember here is that a data record can consist of just one page, but it can just as easily be hundreds of pages long. Without the search function of the digital archive, an overview of potentially tens of millions of pages would be nearly impossible.
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With initiative on both sides, we achieved a customized solution with EASY that meets our complex requirements”