Best Practice City of Göttingen

Starting Point

The City of Göttingen had been dealing with the topic of e-government for a number of years. It
wanted to gradually switch to electronic administrative work. The electronic record was identified as
the essential basis for this. Once the personnel and financial resources were in place and the organizational requirements for the structured, coordinated introduction of electronic records were met,
the city acquired a high-performing system: Doxis4. It drew on its many years of administrative and
practical experience with its legacy system to select the optimal new system.

Why SER

• Broad functional scope in the standard product
• Scalability of solution
• Flexibility in accommodating the city's specific requirementsil

Solution

• Integration into the OPEN/PROSOZ administrative system solution
• General document management with electronic records
• Electronic complaint management
• Workflows for supporting processing

Integration

Administrative systems OPEN/PROSOZ, INFOMA, pmOWI

Document volume

9,414 records in general records management, 468,797 in administrative systems; totaling 2.74m
documents (as of 08/2016)

Users

400 concurrent users; at final completion about 1,800 users

Implementation

It started with the Doxis4 integration of the OPEN/PROSOZ system into the social affairs department.
The employees benefit from the fact that the OPEN/PROSOZ system is linked to the electronic
Doxis4 records, where OPEN/PROSOZ documents are now managed. Further administrative systems
followed, such as INFOMA Steuern (for business taxes) and pmOWI (for administrative offenses).
The general records management system was first introduced in overlapping areas such as the
mayor's department, the legal department and parts of the personnel and organization
departments. Documents from the complaint management department and the press archive are
now also being filed in Doxis4.

Benefits

• Monotonous search and filing work reduced
• More transparent processes thanks to high degree of digitalization
• Record access anytime and anywhere
• Telecommuting makes the city a more attractive employer