As an authority in the public institution, the town hall of the city of Carrión de los Condes has to manage a large number of important documents: documents, applications, ID cards, registration certificates but also construction files and business documents, correspondence and much more.
Unfortunately, the town hall has so far not benefited significantly from the use of suitable document management software, as no suitable solution has yet been found.
In order to make the search easier and more efficient, the city archive planned to digitize the documentation and incorporate the content into the internal archive database.
Manual processing would have been too time-consuming, which is why automated information extraction was sought.
The objective of the city administration was to digitize existing paper documents, bring in process optimization and workflow control over all incoming and outgoing documents, automate a large part of the processes in the background and thus optimize the property management process.
Paperless work through digital processes
In the past, the entire government system was based on paper. Applications submitted by citizens were sorted into files by the registration office, forwarded to the town hall, where additional documents were added.
The documents then migrated to meter-long shelving walls that covered the entire office walls and were stored there for years.
But with the existing and daily incoming documents, the manual system of the town hall of Carrión de los Condes reached its limits: Individual receipts were often filed incorrectly or previously removed by colleagues and not yet put back. The involvement of external institutions was also difficult, for example when town halls or experts needed access to assess applications.
"We had avoidable storage costs by filing documents in folders. In addition, the search for documents was time-consuming and often involved a visit to the archive",
recalls Mr. Carlos A. Garcia marketing and communications manager.
The result was lengthy processing times and inefficiencies in processing, retrieving and forwarding the necessary documentation.
But the biggest problem was the age of the documents, because they became brittle. Accordingly, the authority went in search of digital document management.
The case study, carried out together with the PaperOffice document management system, was based on the concern, as is common in any administrative body, to maintain the numerous paper records and files and to have a physical space and staff available to ( some in critical condition) to store, classify and organize.
Despite the budgetary leeway, the municipal authority of Carrión de los Condes came to the conclusion that this old-fashioned system had to be replaced with an up-to-date, modern, digital one. In this way, instead of searching for documents, the public institution can devote itself to the actual task of a city administration: the citizens.
"We just moved the work forward and now we have a head start."
Mr. Carlos A. García, Marketing and Communications Manager of the Carrión de los Condes administration, was looking for a solution to digitize all the problems that all public institutions face. It was also envisaged to digitize all of the municipality's administrative tasks, which were previously largely analogous.
Why the town hall chose PaperOffice DMS
The most important selection criteria were reliability and security, since the documents managed are confidential, such as personal documents or the applicant's financial situation.
Various cloud providers or open source solutions were not considered due to the data protection regulations in the public institution, since the security of personal data GDPR and long-term investment security could not be guaranteed.
Since PaperOffice DMS is not a cloud application and stores all data in a central database located in the town hall, it was ultimately decided to test the required scenario with a test.
"Already at the first appointment with PaperOffice you notice the 20 years of PaperOffice experience in the field of document management."
PaperOffice surpasses all document standards and legal guidelines, in particular due to the highly encrypted document storage directly in the town hall and not in a cloud.
The need for using a document management system that has compliant version control and audit-proof versioning is clearer than ever.
An enormous reason for the decision was the accessibility of the support, since very bad experiences have been made with other providers in the past, which also led to the standstill of the town hall.
In particular, to ensure reliability and to simulate real problems, PaperOffice support was contacted several times to assess whether deadlines were met and what the quality of the support was.
PaperOffice is ahead of every other manufacturer here.