The city of Witten in North Rhine-Westphalia, Germany, has been using the eFile (eAkte) platform from OPTIMAL SYSTEMS for more than ten years. The model has set a precedent, and other municipalities are now implementing the solution in cooperation with the city of Witten.

Using bundled expertise to achieve success

In 2012, IT specialists in Witten developed an eFile based on enaio® that was specifically tailored to the requirements of city administration. The ‘Witten’ eFile was a success – and word spread fast.

A joint center of expertise was founded in the city of Witten to support other municipalities with the introduction of eFile. At the start of July, the participating municipalities signed a public law agreement to regulate the inter-municipal cooperation.

The start for a public law agreement to regulate the inter-municipal cooperation

In 2017, the first cities in the Ennepe-Ruhr district started introducing the most recent version of the Witten eFile, the so-called ‘eAdminFile’ (eBehördenakte). Experienced colleagues from Witten were on hand to provide support and advice. However, it quickly become obvious during the implementation process that at least two employees would be needed in each municipality to make the transition smooth and to ensure the running server-side operation.

The center of expertise was founded in light of this. The employees at the center of expertise are responsible for server operation of the complex software involved, while the technical operation of the server remains onsite and is ensured by the cities’ IT departments. Furthermore, a service hotline is being set up and training opportunities are available for ‘eFile newcomers.’ Resources are used even more effectively thanks to this bundling, and the residents of the Ennepe-Ruhr district will receive an even better citizen service in the future.

eFile – a success story

The eFile from OPTIMAL SYSTEMS serves as the digital backbone in document management for many public administrations. Just recently, the software solution was honoured with a Gold Prize in the final round of the eGovernment Computing Awards.