Success Story
Tax office of the city of Zurich
Document archiving in public administration
Archiving of documents from mass printing with integration into specialist application at the tax office of the city of Zurich
Task definition
The tax office of the Swiss municipality regularly generates tens of thousands of mailing documents that are sent to citizens by post or electronically (tax invoices, reminders, etc.). The requirements of the supervisory authorities stipulate that all outgoing mail must be archived in an audit-proof manner in order to be able to provide proof of customer communication at a later date. The aim is to enable employees to quickly obtain an overview of the communication that has taken place in the event of queries about the shipping certificate from the end customer so that they can then process the queries quickly and easily.
Solution
The shipping products generated by the specialist application are temporarily stored as a digital document together with the associated metadata and then transferred to the dataglobal CS archive indexed on the basis of this metadata. When the document is stored in the archive, feedback is sent to the specialist application with information on how the archived document can be accessed again at any time. This means that all employees are able to open any archived document directly from the archive from the specialist application in order to have access to all information for answering queries.
Customer benefits
In addition to fulfilling regulatory requirements, the system not only increases convenience for employees in their daily use of the specialist application and in supporting end customers, but also makes work processes more efficient. In addition to cost benefits and faster case processing, citizen and employee satisfaction also increases.
Department
Tax processing