Digital Transformation for the administration of tomorrow
Before introducing Signeringsportalen, the adjustment and signing of municipal protocols were handled manually. This process involved physically circulating documents for review and signature, leading to lengthy processing times and a risk of delays.
The pandemic exacerbated these challenges, making the need for remote work and digital handling of signatures urgent. At the same time, it was essential for the municipality to ensure that the signatures complied with legal requirements under Swedish regulations and the EU’s eIDAS regulation, while also being sustainable from an archiving perspective.
Another challenge was managing confidential documents, such as decisions made by the emergency social services. The analog process posed both security risks and delays in critical situations. The municipality needed an effective solution to address these issues.
Focusing on security and speed
Faced with growing demands for speed and security, and the need to minimize reliance on analog processes, Örebro Municipality partnered closely with Formpipe to implement a solution that meets today’s and tomorrow’s needs.
With Signeringsportalen and its integration into the existing document and case management system W3D3, the municipality has established a fully digital solution for the adjustment and signing of documents.
Signeringsportalen enables:
- Digital handling of reviews and signatures, saving time and resources.
- Security and legal sustainability through advanced signatures with personal certificates, automatically managed in collaboration with Telia company Cygate.
- Flexibility to manage documents anywhere – in the office, at home, or on the go.
- Integrated archiving, where metadata is incorporated to ensure the signatures’ long-term sustainability.
“Being able to send protocols directly from W3D3 to Signeringsportalen for digital adjustment is a significant advantage. It has streamlined the entire process and ensured that we meet all quality and security requirements,” says Lars Nilsson, certified operations manager at Örebro Municipality.
Digitalization that makes a difference
The implementation of Signeringsportalen has delivered several positive outcomes:
- Shorter processing times: Previously, the signing process took several days; now it can be completed in just a few minutes.
- Faster decision-making: Confidential documents, such as emergency social service decisions, can be handled securely and quickly, enabling the municipality to respond faster in critical situations.
- More efficient use of resources: Digitalization frees up time and resources that can be allocated to other important tasks.
- Compliance with legal requirements: The signatures meet all legal standards and are sustainable from an archiving perspective.
- Reduced environmental impact: By replacing paper-based processes with digital alternatives, the municipality contributes to its sustainability goals.
Lars Nilsson adds:
"We haven’t just solved our current challenges but also laid the foundation for continued digital development. Signeringsportalen enables us to stay ahead and build an efficient and modern administration."
(Please note that the individuals interviewed for this case study may no longer work at the organization. We strive to provide accurate information but cannot guarantee that all details are up to date.)
Örebro is a city in the heart of Sweden that blends historical charm with modern living.
The city is renowned for the iconic Örebro Castle, situated by the Svartån River, and hosts events such as OpenArt and Live at Heart. Örebro is also home to Örebro University, one of Sweden’s fastest-growing universities, as well as Örebro University Hospital, one of the region’s largest employers and a leading center for medical research.
With a mix of historical atmosphere and forward-thinking development, Örebro offers both innovation and culture, surrounded by scenic areas such as the Lockhyttan hiking trails and the sparkling waters of Lake Hjälmaren.
Facts
- Area: 1,380.1 km²
- Population: Approximately 160,000
- Employees in Region Örebro County: Approximately 9,600
- Regional Director: Rickard Simonsson
- Members in the Regional Council: 71
- Vision: "Scandinavia's most attractive mid-sized city," a place where people thrive, businesses grow, and the entire municipality develops.
Source: Orebro.se