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Data quality and information security is high on the agenda

Data quality, information security and GDPR are areas that are high on the administration agenda for Aabenraa Municipality. Therefore, the municipality was seeking IT solutions that could support the goal of cleaning up among data, which could for example include personal ID numbers. At the same time, the municipality wanted to improve and maintain the employees’ work processes for the handling of data.

“What led us to choose Formpipe’s solution was that it could be used on several data sources, not just on our case management system. The solutions we saw before were developed to handle the data quality in the one system and not between systems and administrations,” says Charlotte Bay Greisen, Digitalisation Manager at Aabenraa Municipality.

Another important argument for choosing Adoxa was that the solution makes it possible for the individual employee to correct errors in the source system directly from the tool. At the same time that he or she is guided to handle data correctly. “This was a strategic choice of solutions on the part of the municipality since it fits into our management model for central control and decentralised management. Responsibility and ownership are placed where the data is processed and created. It’s a huge gain,” explains Charlotte Bay Greisen.

Previously, the municipality had tested a scanning program to search for personal ID numbers on the file units, but without the desired effect. “It was extremely resource-intensive and the effect as very limited. It turned out that the error rate in the transcripts was large and many files got passed it, files that people thought they had made a decision on. It quickly became untenable to work this way,” says Thomas Veltz Majholt, Information  Security Coordinator at Aabenraa Municipality.

Adoxa was first connected to the municipality’s file area and the file management system Acadre, which was also provided by Formpipe, and later to the entire municipality’s Exchange server. Aabenraa Municipality immediately had an eye-opening insight into their data. On the basis of this, they understood that a thorough clean-up was necessary.

“The overview made an impression on us, which also contributed to our focus on a targeted clean-up,” explains Thomas Veltz Majholt. Charlotte Bay Greisen adds: “It would have been impossible to get an overview of the scope before, and we didn’t have solutions that made it possible and clear for the employees to get to the bottom of the problem.”

AABENRAA MUNICIPALITY

Rapid improvement and satisfied employees

When the organisation had an insight into their data, the work went quickly. The implementation exceeded all expectations and the users took ownership from day one and created significant results, among other things regarding the occurrence of personal ID numbers that were to be removed. It was possible for the improvement of the data quality to go so quickly because both the employees’ desire and that they were given a very simple and intuitive solution. 

“Virtually all users wanted to take hold of this. It was suddenly easy for them to clean up since all they needed to do was click on “delete” directly from their e-mail list. The whole thing was actually served up on a silver platter,” says Anette Lone Jepsen, IT employee at Aabenraa Municipality.

Adoxa is one of the solutions that had the best reception among the employees in the municipality: “This is one of the projects in the organisation that has been received the most positively and received the most attention at all levels. Not least at the management level, where the development of the data quality can now be measured and monitored for the first time. For the managers in the individual administrations, it suddenly became very visible how far they have come. We can easily measure and document each employee’s work on data quality. This provides an entirely different starting point for improving and maintaining the quality,” says Eva Minke Andersen, Digitalisation Manager at Aabenraa.

The robot vacuum cleaner takes over

Adoxa is a solution that makes the continuous work with data quality easy. Adoxa presents a list for the employees where they are informed of deviations in their data that do not meet the specific rules that Aabenraa Municipality has set. They can also adjust deviations continuously. Crucial to the solution functioning as good as it does is that this list provides every employee direct access to the actual document, regardless of what source system the deviation is in. This concrete and smooth process is crucial to the employees’ continuous work with data quality. The process is also decisive to the successful implementation of the tool in the organisation.

The municipality is now almost across the finish line with the thorough cleaning of data in what they describe as critical areas. In the future, the robot vacuum cleaner will take over and ensure that the data quality remains high. The employees continue to receive information from the system when a set rule is broken and Aabenraa Municipality is looking forward to being able to maintain the improved workflows with a high data quality. “In the wake of the project, a new data culture has been created, as well as an understanding of the importance of continuously cleaning up and ensuring the data is correctly stored,” concludes Charlotte Bay Greisen.

 

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