Langedijk is a municipality in the province of Noord-Holland, ten kilometres northeast from Alkmaar. With over 27.000 inhabitants this is a medium-sized municipality. In 2014 the municipality decided to outsource the processes Work and Income to the Intermunicipality Social Services Halte Work. This decision was the green light to start digitising the files Work and Income in Langedijk.

Collaboration
The Intermunicipality Social Services (ISD) Halte Work is a collaboration between the municipalities of Heerhugowaard, Alkmaar and Langedijk that collectively started implementing the Participation Act on January 1, 2015. On July 1, 2014 the Participation Act was adopted as a replacement for the Employment and Assistance Act (WWB), the Social Employment Law (WSW) and a large part of the Work and Employments Support for Disabled Young Persons (Wajong). ISD Halte Work takes charge of the implementation of this act, so that forces can be joined together and efficiency increased. The collaboration between the municipalities and ISD Halte Work caused Langedijk to come into contact with I-FourC. The Municipality of Alkmaar had experience working with I-FourC on previous, successful projects. The choice to go with I-FourC was made after a thorough investigation based on several criteria. An important criteria was the ISO 27001 certificate for information security. “We work with privacy-sensitive information and I-FourC has taken all the necessary measures,” says Alex Huisman, Advisor Information Technology and Automation for Langedijk’s municipality.

Commencement Participation Act
The files Work and Income from the Langedijk municipality were all delivered digitally in the Document Management System from the municipality Alkmaar, who is in charge of Halte Werk’s IT support. The municipality of Langedijk has reconstructed the physical files back to their own archive by now, after digitisation took place. The foundation of ISD Halte Werk was the green light to start digitising these files with priority. Everything had to be digitised in short term, so that Halte Werk could be launched at the same time as the commencement of the Participation Act.

Well thought-out and step-by-step
Working digitally is not new to the municipality. “We do already work with digital postal items,” Huisman claims. “Each day postal items are scanned, digitally saved and added to the workload of the right person by our own employees. A project concerning scanning and unlocking files from Work and Income is the natural next step for our municipality to a new way of working digitally. We are currently working on a handbook to map the processes for digitisation. We hope to start the implementation after the summer, led by the department Documentary Information Provision (DIV). We will first focus on digitising pieces without long retention periods so that these will no longer need to be stored physically. A digital municipality, that is what we want to be.

“We are hard at work to ready the municipality for the new laws and regulations, such as the Environmental Code, and developments such as e-ID. Efficiently working with time and paper will be an advantage. The foundation to achieve this purpose is to digitise up-front instead of afterwards. This way we can adapt the work process, working digitally will increase and we can better implement these developments within our work processes.”

Gemeente Venray Maasziekenhuis Pantein Reade GGD Twente

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