Together with Daniel Süß, the digitalization officer for the city of Tübingen, our colleague Wolfgang Zwickl addressed the topic of ELO today as part of the ELO Digital EXPO 2020 E-file dedicated to the city administration. For everyone who was unable to attend the lecture, a summary follows here – including the video recording of the online lecture.
It was clear to the Tübingen city administration from the start that a future-proof system should be used when digitizing all administrative processes. Therefore, the decision was made relatively quickly to use the ELO e-file, which meets these and other criteria, said Daniel Süß in his lecture. In addition, the e-file supports open interfaces and mobile work processes, which was also very important to the Tübingen city administration when selecting the DMS. It is also crucial that the e-file can grow with the needs and requirements of its users at any time.
n-komm introduces the ELO e-file for the city of Tübingen
From minute 7 onwards, our colleague Wolfgang Zwickl, who significantly supports and accompanies the Tübingen project, has his say. In his lecture section he shows how the ELO e-file is used by the city administration.
The Boorberg file plan was chosen as the central element for the filing system, which offers an import function with which the existing data can be transferred to the new file system. In this context, it is important that all administrative employees have global access to the filing system. This allows them to edit existing files and also create new files themselves. Of course, address management is available that has a sensible system. This includes contact lists as well as address groups and personal addresses. The import function, which allows you to read CSV files, is also practical.
What was also important in the city of Tübingen’s e-file project was a precise definition of the file life cycles, the file types as well as their deadlines and access authorizations. In addition, the type of partial files and the file names were precisely defined.
n-komm E-Akte.Plus as a central extension
The city of Tübingen also uses the n-komm E-Akte.Plus in addition to the ELO e-file. The n-komm E-Akte.Plus includes the following: records management, extended address management, n-komm iServer: central interface management for specialist procedures, serial letters, serial emails, various views, templates and much more. This expansion is a real added value for the modern administrative work of the city of Tübingen. You can read a detailed list of what the n-komm E-Akte.Plus can do in our blog post: n-come E-Akte.Plus
Import personnel files from dvv-personal into the ELO e-file
The personnel files are also crucial in such a system. In the case of the city of Tübingen, these can be combined with the ELO e-file via an import interface from the application dvv staff be filled. This is also done on the basis of a csv file that contains all the data. In this way, for example, salary statements from dvv-personal are also included in the e-file.
What is important for every city administration is the ability to create and send electronic documents beyond specialist applications. The ELO e-file also serves well here by generating Word templates that can be used by administrative staff. We defined and created these in advance together with the city of Tübingen, which can be used with Microsoft Word. This means that all documents can be created and sent or printed directly from the e-file. This can also be used to write form letters and send them via email.
This is how things continue with the ELO e-file at the city of Tübingen
Despite the first steps with the ELO e-file, the city of Tübingen still has a lot of work to do when it comes to digitalization. This includes, among other things, the continuous digitization of existing paper files and letters, which are gradually transferred to the e-file and managed there. The associated interface is called scanning DMS.
In addition, the Boorberg file plan is to be updated piece by piece, namely from version 81 to version Boorberg21. A challenge here is the new data objects, which require an adapted type of administration and new storage structures. In this case, training administrative staff is crucial. This of course also applies to the entire conversion of the Tübingen city administration to the ELO e-file, which is to be done department by department, based on a two-stage introduction concept.
Conclusion: Switching to the ELO e-file is a major project
We agree with the city of Tübingen on one thing: introducing a DMS like the ELO e-file does not happen overnight, but requires sufficient resources in terms of personnel, finances and time. But then a functioning DMS is the necessary basic application for the digitalization of a city administration.
