Rhein-Neckar-Kreis digitalises document submission in social services

The Challenge

Current Document Flow and Regulatory Constraints

Previously, invoices and documents were physically printed by external partners and sent to the District Administration by post. This resulted in a high manual workload in the mailroom, as all incoming mail had to be screened, sorted, and distributed.

Due to these purely physical routing processes, internal circulation across multiple stages and specialist departments took between five and seven days. This also increased the risk of misallocation or lost documents. Since personal and sensitive data could not be transmitted via email due to data protection regulations, the use of a simple digital dispatch solution was out of the question.

The Solution

Digital Interfaces and Automated Document Import

With the introduction of FTAPI, a secure upload portal was established using SecuForms. This allows external users to submit documents digitally in a structured manner. The system automatically downloads these documents and transfers them directly into the enaio document management system (DMS), where they are specifically assigned to the responsible department. This end-to-end digital process completely eliminates manual distribution steps in the mailroom.

"Invoices and documents are automatically downloaded and transferred into our DMS system. The documents go straight to the respective departments. This represents a massive time saving," says Sabine Hahn, who is responsible for IT application support at the Rhein-Neckar District Administration.

The Result

Process Optimisation and Measurable Project Success

Thanks to the GDPR-compliant transmission method for sensitive social data, over 4,000 documents per month are already being processed digitally – and this trend is rising.

As a result, processing times have dropped from up to a week previously to just one to three days now. Since sources of error due to manual intervention have been virtually eliminated, an almost error-free process with seamless traceability and permanently ensured compliance is guaranteed. Furthermore, the workload in the mailroom has been significantly reduced, freeing up capacity for more complex tasks.