Austrian communities

Requirements & targets

  • Lots of additional functions and benefits
  • High-availability, true scalability and efficient load-balancing
  • Cross-platform architecture
  • Simple implementation, administration and operation
  • Easily integrates with any existing IT environment
  • Failover through intelligent clustering
  • Extremely powerful
  • Simple connection of applications

Upper Austria: Austrian communities get rid of their paper documents

The requirements for communities are continually increasing; and they partially stretch existing resources. To keep their performance, meet the increasing requirements of citizens and the responsible agencies as well as prevent rising costs, it is imperative that internal processes be optimized. To achieve this goal, many communities in Upper Austria trust the document management solution EASY ENTERPRISE.

In many communities, overflowing archive filing cabinets, mountains of paper passed from desk to desk, and the often vain task of digging through mountains of documents are part of everyday reality. These were also the prime reasons for the Marktgemeinde Aspach (Aspach community) to select the deployment of a document management system.

After profound study of the systems provided by the market, the administration of this climatic spa with its 2,400 inhabitants finally selected EASY ENTERPRISE. Gemdat Oberösterreich (Upper Austria - OÖ) was commissioned to carry out the implementation; other software that the administration uses also comes from that company. Gemdat GmbH und Co. KG is a partner of the Austrian EASY subsidiary EASY SOLUTIONS Archivierungs- und Informationssysteme GmbH. Gemdat is also IT partner to 430 communities in upper Austria servicing some 1.1 million inhabitants in this region.

Saving € 50,000 just by eliminating the need for redundant filing cabinets

Dr. Karl Mandl, mayor of Aspach, is more than satisfied with the decision to select EASY: "Besides making work easier and enhancing the quality of our services, the new department building triggered our selection of the document management system. This system demonstrably enabled us to save € 50,000 for combined office and filing cabinet systems.

After project leader Christian Maerzendorfer of Gemdat OÖ had analyzed the existing processes, the paths of documents could be made transparent, and weak points could be spotted. In shared workshops with the employees of the Marktgemeinde, the new electronic document run was optimized, fixated and constantly extended. So by now third-party companies are included by sending their documents to the Marktgemeinde Aspach via e-mail; these e-mails are directly forwarded to the responsible user via a predefined workflow, and then sent to the revision-proof electronic archive.

All those involved are enthusiastic about this model project: "The department has virtually got rid of all of its paper. Processing times have been reduced by 20% on average, and paper costs have been reduced to almost nil. We no longer need folders and binders and we have been able to improve our citizen services as well as tremendously streamline our current costs."