The DMS cloud solution has been actively used since May 2015 by all of the project‘s stakeholders. Over the course of five months, about 4,000 multi-page documents were filed in the digital archive. This includes about 1,500 old documents from the years 2013 and 2014, which they had in paper form – then quickly scanned, indexed and securely stored. High-performance multifunction devices were made available to the Department for digitization. The collection is currently made up of electronic and paper documents sent by mail, which are fed into the system by all participants. The storage of more than 100 new documents each week is well-organized thanks to clearly defined indexing criteria. A shortcut function, which enables documents that complement one another to be displayed together, will soon enhance the system in the near future.
To digitize large-format graphics and construction plans, everyone can draw on the services of the Department’s Reproduction Office, which has a special oversized scanner. The percentage of construction plans stored in the cloud archive will be significantly increased in the coming years according to their plans.
They also anticipate expanding mobile use of the DocuWare Cloud. Regular project meetings with all stakeholders and contractors which happen directly on-site in the construction offices require access to protocols from previous meetings, contractual correspondence, and project plans. An option that provides full access via the DocuWare Cloud has not yet been realized because of the lack of powerful tablet computers. "The paradigm shift into document management and digital solutions in our municipal administration is in full swing, but this type of investment requires very detailed justifications. But I am sure that we will find a solution shortly," according to Gerd Schwertner.