Jun 07

Archiving of documents from mass printing, including integration in specialist application, at Zurich Tax Office (Steueramt der Stadt Zürich)

Task

The tax office of the Swiss municipality regularly generates tens of thousands of shipping certificates, which are sent to citizens either by post or electronically (tax invoices, reminders, etc.). The requirements of the supervisory authorities stipulate that all outgoing mail must be archived in an audit-secure manner in order to be able to provide proof of customer communication at a later date. Employees should be able to get a quick overview of the communication history in the event of inquiries regarding the shipping certificate from the end customer, in order to be able to process the inquiries quickly and without complication.  

Solution

The shipping certificates generated by the specialist application are cached as a digital document together with the associated metadata, and then indexed into the dataglobal CS archive on the basis of this metadata. When the data is transferred to the archive, a response is sent to the specialist application, with information on how the archived document can be accessed again at any time. As a result, all employees will be able to open each archived document directly from the archive using the specialist application, in order to have access to all information required or answering inquiries.  

Customer use

In addition to the fulfillment of regulatory requirements, on the one hand, the comfort of the employees is increased in the daily use of the specialist application as well as the support of the end customers, while on the other hand the work processes become more efficient. In addition to cost advantages and fast processing of cases, the satisfaction of citizens and employees is also increased.  

Specialist department

Tax processing