ISD Kompas is an inter-municipal social services organisation established by the municipalities of Nuth, Simpelveld, and Voerendaal. Since the merger of Nuth with Schinnen and Onderbanken into the new municipality of Beekdaelen, the former municipalities of Schinnen and Onderbanken are now also gradually being integrated into ISD Kompas. Residents of these South Limburg municipalities who (temporarily) have no income can turn to ISD Kompas. In collaboration with job seekers, ISD Kompas explores opportunities within the regional labour market.
Digitisation for Reliability and Security
ISD Kompas made the decision to digitise its client files, aiming for a safer and more reliable working method. Walter Grenda, External Archive Consultant at ISD Kompas, explains: “The physical files were previously stored in filing cabinets. This worked reasonably well, but if a file was taken out without being registered, no one knew where it was. That’s highly problematic, particularly when dealing with welfare payments. These are privacy-sensitive documents that must never end up in the wrong hands. It’s also vital that all process-related information is stored in the correct file, which didn’t always happen. After all, people are human and can make mistakes. By digitising, we significantly reduce the risk of human error. Every action taken on a file is automatically logged — a major improvement.”
Thorough Selection Process
Walter continues: “We weren’t just looking for a partner to digitise the files — we were also seeking a robust digital solution that would provide accessible and multi-user file management. We reviewed several potential partners during the selection process, with strict criteria in mind. Essential features included an integrated archive module and an automated destruction policy. Archive-IT’s system met all our requirements precisely. We visited their premises to see the process first-hand and were very impressed. Everything was handled professionally. Their level of information security, in particular, really stood out. The clear explanations and their willingness to work with us to find a tailored solution made Archive-IT the obvious choice.”
Process-Level Management
ISD Kompas opted to manage registration, digitisation, and archiving at the work process level. Walter elaborates: “We chose this approach because we ultimately want to implement destruction policies at the same level. Archive-IT created multiple registrations within a single client file, based on distinct work processes. This way, we don’t have to retain the entire file until the client relationship ends (such as moving, passing away, or starting employment). Not all processes have the same retention period, so this allows us to align our destruction policy with the legal and procedural requirements. It’s important to remember that we are legally obliged not only to retain records but also to destroy them at the appropriate time.”
A Collaborative and Flexible Partnership
“The cooperation was very pleasant throughout. There was regular and open communication between our project group and the Archive-IT team. As the project evolved, we had to make some adjustments — and Archive-IT’s flexibility in responding to these changes was a real strength. It was also crucial that we could still access physical files during the digitisation phase. We requested specific documents several times, and each time, Archive-IT responded quickly and efficiently. A big compliment to the entire team — everyone was extremely dedicated!”
ISD Kompas is not fully digital yet but has clear ambitions to continue along this path. We thank them for the trust they’ve placed in Archive-IT!