Kommunaler
Sozialverband Sachsen modernises communications for greater digital security

The Challenge.

Data protection and media discontinuities in everyday administration.

Like many public institutions, KSV Sachsen faced the challenge of meeting high requirements for data protection and data security while simultaneously making communication more efficient. Until now, documents and applications were often transmitted by post or unencrypted email, which was inadequate both from a data protection perspective and in terms of process speed.

"Our goal was to find a way to transmit sensitive data in a GDPR-compliant manner while remaining user-friendly," explains Mike Felber of KSV Sachsen. "We wanted a solution that would make daily life easier for both employees and citizens."

In addition, the aim was to reduce redundant processes, avoid media discontinuities (breaks between digital and physical formats) and create the foundation for future DMS integration.

The solution.

FTAPI as the basis for secure communication and data exchange.

To implement these goals, the Kommunaler Sozialverband Sachsen relied on products from FTAPI Software GmbH. With FTAPI SecuMails, employees can send encrypted emails and attachments directly from Outlook – an important step in making communication with citizens, health insurance providers and care facilities secure.

In parallel, FTAPI SecuForms ensures the simple and secure transmission of applications, job applications, invoices and appeals via online forms. These digital forms replace paper-based processes and ensure that data is transmitted in a structured and encrypted format.

Furthermore, KSV Sachsen uses FTAPI SecuRooms to structure incoming files from partners and service providers and to replace the previous collective mailbox. Operators of care facilities can submit invoices digitally; the documents are automatically imported and further processed in the document management system (DMS).

"Data must be handled with particular sensitivity, especially in the field of care and social services," says the project team. "With FTAPI, we have found a solution that optimally combines data protection with everyday practicality."

The result.

Added value through increased efficiency, security and future-proofing.

The use of FTAPI solutions has significantly simplified internal processes at KSV Sachsen. Secure digital transmission eliminates the effort of scanning paper documents, and processing takes place immediately within the DMS. This sustainably reduces time expenditure, sources of error and administrative costs.

In addition, employees benefit from intuitive operation and a high degree of automation. The cloud solution was certified according to the BSI C5 Type 2 standard – an important proof of information security and compliance.

The step towards digital communication also represents genuine added value for citizens: forms can be submitted online at any time, while secure encryption builds trust.

Conclusion and outlook.

The experiences of the Kommunaler Sozialverband Sachsen show how digital solutions can contribute to the simplification and securing of administrative processes. FTAPI SecuMails, SecuForms and SecuRooms are now used across the board for communication between authorities, health insurance providers, facilities and citizens.

In the future, the use of SecuRooms in particular is to be further expanded – for example, for the provision of tender documents or digital bid submission. It is also planned to use FTAPI to implement further forms for deficiency reports and complaint procedures.

"With these solutions, we have created the basis for making administrative processes secure and citizen-oriented – and we can continue to build on this in the future," KSV Sachsen concludes.