Paperless administration: How to get started without a large IT project

Why large e-file projects often stall

Many municipalities plan the transition to a fully electronic file as a large, cross-cutting IT project — with correspondingly long lead times, high budgets, and often years until actual implementation. In the meantime, day-to-day work remains paper-based.

The more pragmatic approach: one process at a time

Instead of waiting for the full e-file, the transition can be broken down into individual, clearly defined processes:

• First, map a frequently used application (e.g. business registration) fully digitally.
• Scan incoming paper mail for this area and automatically assign it to the correct case.
• Only expand the digital process to additional areas once it has proven itself in day-to-day operations.

Why this gets you there faster

A single, well-functioning digital process builds internal trust and delivers measurable results (shorter processing times, less time spent searching), making the next step easier to justify — instead of a large project whose benefits only become visible after years.

Practical example: A digitalized process as a starting point

A typical case: A municipal administration wants to work without files in the long term, but is wary of the effort involved in a full e-file project. As a first step, a single, frequently submitted application is mapped fully digitally, including automatic assignment of incoming documents to the correct case. The processing time for this type of application drops noticeably, and the experience gained forms the basis for expanding to additional areas.

Frequently asked questions about fileless administration

Do I need a complete IT overhaul to get started?

No. In most cases, you can get started with a single digitalized process without replacing the entire IT landscape.

How long does it take to digitize a single process?

That depends on the process, but it can often be implemented within a few months — significantly faster than a large cross-cutting e-file project.

Are there funding programs for such digitalization steps?

Yes, various programs support administrative digitalization. Which ones are suitable in a specific case can be clarified in an initial consultation.

What do I do with existing paper files?

They do not need to be fully digitized immediately — the focus is initially on newly incoming cases in the selected process.

Next step

Small, consistently implemented steps often move public administrations forward faster than a large overall project. Learn more on our industry page for municipalities and public administration, or go straight to the free AI readiness check.