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Schweinfurt District Office had previously used a hardware solution for long-term archiving of data from enaio. When this solution became outdated, the IT management of the district office began searching for an alternative to replace the existing physical solution.
Success at a Glance
Seamless data migration from the previous hardware solution to iCAS Classic
No effort required from IT for the archiving solution: iCAS Classic runs as a silent worker in the background
Smooth integration with the enaio document management system (DMS) from OPTIMAL SYSTEMS
Seamless integration into the existing IT infrastructure and backup concept
Christoph Ruppert-Preu
Deputy IT Manager, Schweinfurt District Office
“The minimal setup and administration effort, as well as the easy integration into our existing server landscape and backup concept, were decisive factors in favor of iCAS.”
Schweinfurt District Office - Life That Feels Good
The Organization at a Glance
Schweinfurt District Office is a public administrative institution of the Schweinfurt district in the Main-Rhön region in northern Bavaria. The authority provides approximately 117,000 residents of the district with a wide range of services in the areas of citizen services, vehicle registration, health, environmental and nature conservation, waste management, and social services.
- Company: Schweinfurt District Office
- Industry: Municipal Authority
- Employees: approx. 600
- Focus: Citizen services, vehicle registration, health, environmental and nature conservation, waste management, and social services
The Desire for Smooth Processes and Minimal Effort
The aging hardware solution for archiving needed to be replaced to continue ensuring smooth workflows for all users. All data to be archived at Schweinfurt District Office comes from the ECM software enaio by OPTIMAL SYSTEMS.
In enaio, there are configured archiving processes for data from the vehicle registration and driver’s license office, the social welfare office, the immigration and naturalization authority, the trade office, and the building authority. Personnel files and documents from the invoice workflow are also among the records to be archived. All data must be stored in an audit-proof manner according to strict requirements and must not be altered, manipulated, or deleted. The retention periods for the various documents to be archived comply with different legislation (e.g., EU GDPR, AO, GoBD) and typically amount to 6, 10, or 30 years.
Until 2018, Schweinfurt District Office used a hardware-based solution for archiving that no longer met current requirements in conjunction with enaio. Therefore, the IT team sought an alternative for the authority’s long-term archive. The decision was made in favor of our archiving solution iCAS Classic.
Requirements for the Storage Solution
Christoph Ruppert-Preu
Deputy IT Manager, Schweinfurt District Office
“Until then, our central software enaio was connected to a hardware-based archiving solution. However, this had become outdated and was repeatedly affected by disruptions. As a replacement, we wanted a software-based archiving approach that would integrate seamlessly into our existing IT infrastructure, scale effortlessly with our requirements, and avoid vendor lock-in. iTernity provided the solution that best suited our needs.”
Benefits and Next Steps
The main advantages of iCAS Classic for Schweinfurt District Office were:
- Fast, straightforward deployment of the solution with minimal time and personnel effort during setup.
- iCAS Classic runs efficiently and trouble-free in the background. Thanks to minimal maintenance requirements, IT team resources are freed up for more important tasks.
- No additional effort for legal compliance: Documents are stored in an audit-proof and immutable manner with iCAS Classic (KPMG-certified).
- The solution scales effortlessly—even with rapid data growth.
Today, data from all departments of Schweinfurt District Office is archived from enaio in an audit-proof manner for the long term using iCAS Classic. Still pending is the archiving of “General Records Management” in iCAS Classic, i.e., documents that are not generated from a specialized application.
This is in preparation but not yet completed. The deputy IT manager is confident about the future of long-term archiving—after all, the enaio and iCAS Classic solutions chosen by Schweinfurt District Office are well-equipped for an even more data-intensive future.
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