Digital access to records for online services

Adopt a "once-only" approach

Why do applicants have to go to such great lengths to submit a wide variety of documents from one government agency to another? Often, the relevant information is already available to the administration – it’s just not stored in exactly the same place. Supporting documents can be retrieved digitally from another agency directly through the online service. With the “once-only” principle, cumbersome data requests are a thing of the past – for good.

The technical framework and processes already in place allow administrations to efficiently and easily utilize digital document retrieval as a first step for online services and implementation projects – regardless of the timeline for the Register Modernization Act. The specific case is decisive here: In some cases, the legal and technical requirements for retrieving the necessary supporting data via established industry standards are already met today.

Benefits for citizens and businesses

The integration of digital data retrieval makes things significantly easier for both citizens and businesses. Thanks to much more streamlined processes, end users experience a reduction in red tape and can navigate applications and forms more easily and quickly.

Eliminating the need to submit separate supporting documents for individual requests also results in significant time savings. Strict regulations governing data exchange and the storage of individual data records further strengthen the overall protection of data for both businesses and citizens. Any data not stored in its designated location can be systematically deleted. 

Act early

For providers of online services, application systems, or administrative portals, it already makes sense to design processes around the “once-only” principle – and to incorporate corresponding digital data retrieval features.

Where do users enter personal or business-related data that the government may already have on file? Where can synergies be created, and at which points can the process chain be streamlined? In addition, existing data sets or databases should be examined to clean them up and remove duplicates where necessary. It should also be clarified in a timely manner which data must be stored due to legal requirements and which should be deleted because it originates from other registries.

Even regardless of the upcoming registry modernization, these steps can and should already be addressed. This will create progressive conditions and mark an important step toward the digital future. 

Experience and expertise in OZG

Government agencies that are considering electronic document retrieval and wish to implement it now need a comprehensive overview: Is the intended documentation legally, organizationally, and technically capable of being recorded and retrieved? Is the technical process aligned with NOOTS and therefore future-proof?

Do you want to start implementing digital document retrieval based on future-proof standards right now? As an implementation partner and specialist in standardization and registry modernization projects, we are here to support you. With our many years of expertise as the most implementation-focused IT service provider in the public sector, we ensure the successful design of testing and pilot projects. Based on our experience in OZG projects, our core competencies include the organization of complex federal-state programs as well as digital initiatives for municipalities. Our service offering for digital proof retrieval comprises a total of three components: 

• Module 1: Consulting on the Retrieval of Documentation for Administrative Services
• Module 2: Implementation of the Retrieval of Documentation for Administrative Services
• Module 3: Consulting for Authorities Processing Applications

This allows us to achieve “quick wins” – solutions that are easy to implement and use, require no lengthy lead time, and draw on our wealth of experience. We develop technology-neutral approaches, translate legal requirements into efficient technical concepts, and strike the perfect balance between reliable planning and operational flexibility.