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Welcome to OPTIMAL SYSTEMS – your partner for innovative document management solutions in the public sector. With many years of experience, we help public authorities digitize their processes and increase efficiency.
We are your partner for the digitization of administrative processes, with over 25 years of experience and more than 800 clients in the public sector. Choosing enaio® means working with multi-award-winning and certified software designed for the public sector.
The public sector faces the challenge of becoming more digital. Document management systems (DMS) play a key role in meeting the growing demand for seamless and fully integrated processes across administrative environments.
With enaio®, you benefit from more than 300 interfaces. This flexibility, among other advantages, ensures smooth and Online Access Act-compliant record management. The integrations are continuously updated.
The foundation of modern, citizen-focused administration is centralized, fully digital file management. Whether it’s general records (ASV) organized according to standard filing plans, highly specialized personnel and tax records, or contract and invoice management – all information is collected, transparent, and instantly accessible in one place.
The path to the digital file begins with incoming mail: Through replacement scanning (TR-RESISCAN) and intelligent mail distribution solutions, all correspondence is captured without media breaks from the very first moment and efficiently routed to the appropriate departments.
Once the documents are in the system, integrated release workflows and digital circulation folders ensure smooth collaboration. Approval processes are significantly accelerated, and processing statuses remain transparent at all times.
The world of work in the public sector is changing. Rigid office structures are increasingly giving way to flexible, mobile, and cross-departmental work models that require a new form of digital collaboration.
With modern collaboration tools and remote access to relevant administrative data, your employees stay fully capable of taking action – whether in the office, working from home, or visiting a client.
At the same time, e-learning offerings can be seamlessly integrated into the digital workday. This promotes continuous knowledge development and makes onboarding new professionals significantly easier.
Real digitization means more than just saving paper as PDFs. It’s about fully automating and accelerating processes. Intelligent workflows take repetitive, time-consuming tasks off your employees’ hands and minimize potential errors.
A prime example is the digital invoice receipt workflow. Incoming invoices are captured early, automatically read, tagged, and seamlessly transferred to connected financial systems such as SAP or MACH finanzplus.
In addition, smart assistant features and intelligent data analytics (such as enaio® lumee) help users find information faster and manage administrative processes proactively and efficiently.
The public sector works with highly sensitive data every day. Uncompromising security, legal compliance, and the protection of citizen data form the foundation of every digital solution.
With enaio®, you ensure that all legal requirements, retention periods, and data protection regulations are automatically met. A clear role and permission system defines exactly who can view or edit documents. Audit-proof archiving also guarantees that all data remains unalterable and traceable.
When files reach the end of their lifecycle, the corresponding enaio® add-on modules ensure proper segregation and seamless integration with digital long-term archiving systems.
A digital platform is only as strong as its ability to integrate into your existing IT landscape. enaio® serves as a central hub, enabling seamless connections to specialized business applications and leading financial systems. With deep Microsoft 365 integration, your teams can work in their familiar environment while all data are managed in an audit-proof manner in the background.
You decide on the operating model:
Whether you prefer a traditional on-premises setup or a flexible modern hosting option such as managed services, enaio® adapts to your IT resources and security requirements. This ensures a seamless flow of information and prevents costly data silos.
The architecture is designed for maximum flexibility. The system scales effortlessly from small units to complex government structures and is perfectly tailored to specific requirements and administrative frameworks of any size.
For more than 25 years, we have been setting standards in the public sector. Our vision is a paperless office for public authorities, departments, and administrations – for greater transparency and improved focus on citizens.
The city of Worms successfully relies on ECM and digital administration. In an interview with OPTIMAL SYSTEMS Hanover, IT Director Werner Zehe explains how initial challenges turned into a best-practice success story.
With the introduction of FIT-Connect, the Traunstein District Office demonstrates how modern public administration works. Citizen data from the BayernPortal now flows automatically into the document management system enaio®. This marks a milestone in digital transformation – and sets an example for other municipalities.
The municipality of Satteldorf in Baden-Württemberg, with around 5,700 residents, has successfully implemented a digital invoice processing workflow. Since February 2024, the 15-member town hall team has been handling more than 3,600 invoices per year entirely digitally – from automatic capture to archiving. The high level of automation enabled by enaio® classify ensures faster processing while minimizing errors.
At the beginning of 2024, the waste management services unit in the city of Ulm (EBU) implemented the invoice receipt workflow with enaio® after about six months of project work. This marks an important step toward efficiently managing the growing number of invoices and ensuring full compliance with legal requirements.
Increased efficiency
through digital,
automated, and
AI-driven processes.
Audit-proof archiving
in compliance with legal
standards and completely
without paper clutter.
Integration with business applications
via 300 interfaces
to business applications
in the public sector.
Susann Deipenbrock
Jens Neuhaus
If you have any questions about specific features, demo access, or a quote,
we’re here to help:
Looking ahead – the latest news on digital DMS solutions.
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