In January 2019, Archive-IT started digitising environmental permit and soil files at the municipality of Peel en Maas. By digitizing the files, the work processes will be improved and accelerated. A unique aspect of this assignment is that an employee of Archive-IT prepares the files on location for scanning, after which they are digitized.
Working more efficiently
The municipality of Peel en Maas is the result of a merger of the former municipalities of Helden, Kessel, Meijel and Maasbree. The municipality wants to improve the digital service for its internal employees, which is why they have chosen to start digitising their files. Archive-IT’s services suited the wishes of the municipality of Peel en Maas the best. Toos Wilms, Archivist for the municipality of Peel en Maas, explains: “The services provided by the municipality are entirely digital and paper is no longer suitable for this. In addition, a digital file is much quicker to emerge than a paper file, and it is also much safer.”
Cleaning up on location
Eljesa Muzlijaj, employee Services of Archive-IT, cleans up the files at the municipality of Panningen. Eljesa explains how this works: “I’m currently working on cleaning up the Environmental Facilities files. These files contain many different documents, all with different layouts. That’s why it’s important that the content of these files is properly discussed before they can be classified under the right tabs. A package is then made of all the documents and this package is linked to the corresponding decision date. When you later open the digital version, you can see at a glance which documents belong together.”
Once all files have been digitized, they will be stored for another three years at Archive-IT, at storage at pallet level. Toos Wilms: “During this period we will see if there are any uncertainties and if everything runs smoothly with regard to the digital archive. If this turns out to be the case, we make a declaration of destruction and everything is destroyed confidentially. In this way we are sure that we have a good and reliable archive.”
The municipality of Peel en Maas and Archive-IT have been working together for more than six months now. Toos Wilms explains: “The cooperation with both Eljesa and Archive-IT is going very well. Eljesa is now a full-fledged colleague at the municipality and we are very positive about the work she has done so far. In addition, the way in which we discussed the processing of the order together with Archive-IT also went smoothly. We divided the assignment into small parts and looked at each part specificly to see how we could do this.”
The municipality of Peel en Maas has many digital ambitions and the cleaning and digitisation of the archive contributes to this. These activities will continue for a long time, so we are looking forward to a pleasant, long-term collaboration!