Electronic files

 The customs service, which was previously organised predominantly on a regional basis, has consolidated its responsibilities within a General Customs Directorate (GZD). Newly established on 1 January 2016, the GZD is one of Germany’s largest federal authorities, with just under 7,000 employees across more than 100 locations. To ensure that the authority could commence operations immediately following the reorganisation, it established a uniform, centralised filing and records management system with the support of Materna. 

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Materna is developing an e-file system for IT.NRW for all state authorities in North Rhine-Westphalia. In collaboration with IT.NRW, Materna and its partners are equipping a total of 60,000 workstations across 225 authorities in North Rhine-Westphalia with the electronic administrative file system. The solution is based on Ceyoniq’s nscale product and has been customised to meet the specific needs of the state administration. 

Companies must submit their annual accounts to the electronic Federal Gazette. Failure to disclose this information may result in proceedings for an administrative fine. As a result, the Federal Office of Justice had to write to around half a million companies at very short notice, urging them to disclose their financial statements under threat of an administrative fine. The authority overcame this organisational and technical challenge in collaboration with Materna. The process is based on a largely automated procedure. 

The Bavarian State Parliament is switching to electronic files. The introduction of the e-file system is expected to significantly speed up processing times. Materna supported the Parliament in the design and implementation of the system and supplied the appropriate SharePoint-based product. This marks a crucial milestone for the authority: staff can now process incoming documents centrally much more quickly. 

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