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Case Study: Public Administration

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Thanks to DocuWare, the Civil Engineering Office in Stuttgart now has an information platform that keeps everyone involved in the Rosenstein tunnel construction project, keeping everyone informed about the project status on a daily basis.

During the implementation of this major project, the civil engineering office of the state capitol is facing a mammoth task as the responsible client. With a total length of around 1,300 meters, the structure crosses under Rosenstein Park and parts of the Wilhelma zoological botanical garden.

An important component of the road construction project is the deconstruction of existing traffic areas, which will be replaced by green areas and will make it easier for residents to access the banks of the Neckar River. The aim of the planning of the project, which was started in 2013 and is expected to be completed by 2020, is to create the tunnel in the most environmentally friendly way possible. A digital archive was needed to enable the civil engineering office and the engineering offices involved to access all relevant documents on a daily basis. However, since all parties involved have their own secure IT networks, which severely limit the exchange of data between them, a local installation at one of the locations was out of the question.

Country:
Germany
Industry:
Public Administration
Department:
Customer Support |Administration |Project Management
Deployment:
Cloud

The scope of this construction project is well beyond all previous projects for our office. This applies both to the structural engineering challenges as well as the enormous amount of documentation involved, which is required for the entire construction process. For every step, documents are created, exchanged and archived. A DMS was essential.

Gerd Schwertner
Project Manager Tunnel Construction, State Capitol Stuttgart, Civil Engineering Office

Highly efficient and going deep

DocuWare Cloud was then suggested by a DocuWare Partner with experience in the construction industry. The DMS has now been in productive use since May 2015. During the first five months, around 4,000 multi-page documents were already stored in the digital archive, including around 1,500 older documents from 2013 and 2014, which - as far as they were available in paper form - were collectively scanned and indexed in a structured manner. The civil engineering office has powerful multifunctional equipment at its disposal for digitization. The document stock mainly consists of electronic or paper documents sent by postal mail, which are fed into the system by all participants. More than 100 new documents are filed each week according to jointly developed, clearly defined indexing criteria. For the digitization of large-format blueprints, project and construction plans, the parties involved can fall back on the services of the Copier Department of the Civil Engineering Office, which has the appropriate special scanners.

Growing acceptance despite initial skepticism

The DMS has become an indispensable information platform for the 30 or so employees in construction supervision, site management and the civil engineering office who actively use the cloud solution. The cloud archive is also used extensively during regular project meetings with all parties involved, including external companies, directly on site at their construction offices – when past meeting minutes, correspondence and project plans need to be quickly accessed. Despite initial skepticism, acceptance of the solution has consistently increased among some participants in these cloud-based project rooms.

The use of DocuWare Cloud completely avoids costly and time-consuming interventions in existing IT infrastructures. In addition, the cloud-based solution offers precise cost control and a high degree of flexibility thanks to its integration capability. After the positive experiences and in view of the increasing complexity of large construction projects, those responsible are confident that the solution will be expanded in the future.

DocuWare Cloud provides the flexibility and transparency required for our large-scale project.
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