From mountains of paper to streamlined electronic file solutions

Stacks of files higher than a computer screen – This is a frequent sight in many immigration offices, and one that creates daily challenges for employees. Not only the storage space required for these countless files needs to be taken into account, but also the time administrative employees need to find the information they require.

More and more immigration offices are counteracting paperwork and lost time with digital solutions. The Borough council of Wunsiedel in the Fichtelgebirge region and the Hildesheim borough council decided to use digital solutions to do so. The eFile and DMS connection from Axians Infoma now allow them to electronically manage documents of all types in foreign nationals’ files electronically, handling all data retention via the document management system. The scan function makes it easier to quickly file these documents. This means authorized employees have access to the information they need quickly and without much work at any time, allowing them to provide that information whenever they need – no matter whether the file is available or the responsible administrator can be reached.

For the Wunsiedel borough council in Fichtelgebirge , located in Bavaria, this has greatly increased work efficiency. With the help of a service provider, they have already scanned in all of the roughly 6,500 paper files. These are now available in digital format. The reduction in paperwork this entailed relieved agency workloads. These effects will be even more pronounced in the medium term: The records office, especially, will benefit from eFiles, as no files will need to be delivered from the foreigners’ registration office in the future.