Case Study

Digital administration with a system: The district of East Brandenburg standardised its printing and scanning processes with Genius Bytes

Customer

IKT-Ost AöR was founded by its sponsors, the districts of Mecklenburgische Seenplatte and Vorpommern-Greifswald and the four-gate city of Neubrandenburg, with the aim of standardising their IT landscape across municipalities and consolidating digitalisation processes within their administrative and educational institutions. In compliance with increasingly stringent security requirements, IKT-Ost AöR now fully manages the IT of more than 3,400 administrative workstations and 76 schools, thus forming the technological basis for administration, citizen services and internal processes - and is therefore a key pillar of the digital transformation in the public sector.

Our customer

ICT East

The challenge

Heterogeneous, complex and safety-critical

Over the years, a heterogeneous print landscape had developed in the administration - with systems from different manufacturers, individual solutions and little standardisation. The result: high administration costs, inconsistent user experience and increasing security requirements that could hardly be met with the previous solution. „We wanted a solution that would not only work today, but also in five years“ time - regardless of the hardware manufacturer," explains René Meier, Head of Basic IT at IKT-Ost AöR.

The aim was to create a centralised, secure and manufacturer-independent platform for printing and scanning that could be integrated into existing IT structures and expanded in the long term. Based on positive experiences from a previous project, the decision was again made in favour of Genius Bytes - a partner that understands the requirements of public administration and delivers the right technology.

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Why organisations worldwide trust Genius Bytes

For over two decades, Genius Bytes has been helping companies and public institutions to organise their document and business processes securely, efficiently and digitally.
Our manufacturer-independent software solutions combine innovation, data protection and practical implementation - for sustainable digitalisation.

Solution

Standardised structures, secure processes

In the first step, IKT-Ost AöR consolidated its systems with the manufacturer HP in order to standardise operation and maintenance and make them more economical. Building on this, IKT-Ost AöR, Genius Bytes and system partner Heinrich Hünicke GmbH & Co. KG implemented a standardised printing and scanning environment across the entire area of responsibility of the districts of Vorpommern-Greifswald and Mecklenburgische Seenplatte with around 400 multifunctional devices.

The centrepiece of the solution is the Genius MFP software platform - the central hub for secure printing, scanning and user management. It offers a consistently standardised interface on all devices and enables intuitive operation - a decisive advantage, especially in large administrations with many users. A central element of the new environment is Follow-Me-Printing. Each print job is initially stored on a central server and is only output when the user logs on to the desired device with their internal RFID card - the same card that is already used for access or time recording in day-to-day administration. This ensures that confidential documents are never left unattended in the output tray and can only be viewed by authorised persons. This protection is particularly essential in the administrative environment, where sensitive citizen and personnel data is often processed.

Technical data security has also been consistently implemented: all data transfers - whether print job, scan or user login - are encrypted using secure protocols. This prevents content from being intercepted or manipulated en route between the workstation, server and printing device. For public organisations that are subject to the strict requirements of the GDPR and internal IT security audits, this encryption is an indispensable part of modern administrative IT.
„Especially in our environment, data protection is not an optional extra, but a duty,“ emphasises René Meier. „With Genius Bytes, we ensure that all documents are processed securely - without slowing down day-to-day processes.“

Result

The next step: expanding digital workflows

Following the successful introduction of the centralised printing and scanning environment, IKT-Ost AöR is now planning to expand its workflow functions with Genius Bytes. In a second phase, automated processes - such as Scan2DMS and further integrations into document management systems - are to follow. In this way, the platform will be developed step by step into a central component of digital administration.

Today, the districts of Vorpommern-Greifswald and Mecklenburgische Seenplatte benefit from a stable, secure and standardised infrastructure that covers the entire administrative network. Three trained administrators manage the solution centrally and are available as contacts for all departments.

The user interface is intuitive, the systems run reliably - and the support from Genius Bytes ensures that enquiries are processed quickly and directly. The solution is also future-proof: new hardware can be integrated regardless of the manufacturer, tenders remain flexible and ongoing operations are not interrupted. IKT-Ost AöR has thus created a sustainable basis on which the districts' digital administration strategy can continue to grow.

Customer testimonial

„We are very satisfied with the system. The systems are stable and standardised - and that was exactly our goal. The stability and fast support were decisive factors. The Genius Bytes team takes great care of us and always responds quickly.“

René Meier, Head of Basic IT, ICT East

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