When a public employment service supports thousands of job seekers, employers and partners, fast and reliable access to information is essential.
For Actiris, the public employment service for the Brussels-Capital Region, this means managing documents across multiple departments, business processes and applications while ensuring that the right information is accessible to the right people. As part of its broader digitalization journey, Actiris needed to move away from paper-based procedures and establish a more centralized approach to document management.
By working with IRIS IMS and implementing IRISNext, Actiris progressively built a central environment for capturing, organizing, storing and accessing documents while supporting its business processes and integrating document management with its existing IT ecosystem.
Today, IRISNext has become Actiris’s standard platform for document storage, providing the foundation for a more centralized and structured approach to information management.
The Challenges
Managing documents at Actiris involves a complex organizational environment. Multiple departments, document types, business applications and stakeholders can be involved in a single process. Certain procedures still relied on paper, meaning documents first needed to be digitalized before they could be made accessible to the case managers responsible for processing them.
The challenge was therefore to create an end-to-end approach capable of supporting document capture, metadata, storage, business processes, security and archiving while integrating with Actiris’s existing applications. The diversity of departments and user profiles added another layer of complexity. Areas including DG Emploi, the Partnership Directorate and teams involved in transversal projects such as Stage First have different requirements and ways of working.
During the project, this diversity initially led to highly formalized and customized collaboration procedures. As the solution matured, these processes were progressively simplified to provide users with greater flexibility and improve integration with Actiris’s business applications.
The solution
To address these challenges, IRIS IMS began with a detailed analysis of the requirements of Actiris’s different departments. Given the scale and diversity of the organization, the project was implemented progressively in phases. At the center of the solution is IRISNext, which provides Actiris with a centralized environment for managing documents and information.
Documents entering the organization can be captured and indexed before being integrated into IRISNext. Information is structured so that documents can be associated with the appropriate files and processes and made accessible to authorized users.
IRISNext also enables Actiris employees to add office documents such as Word, Excel, PowerPoint and Outlook files and to consult and modify documents through integrations with Microsoft Office. Electronic documents originating from emails, business applications or user submissions can also be imported through shared directories. When documents follow defined naming conventions, they can be automatically associated with the appropriate file or process.
Users can then retrieve information using customized searches based on document, file and subfolder information, while business processes can be managed and monitored through dashboards. Integration was also an important part of the approach. IRISNext communicates with Actiris’s wider IT environment through WebServices and APIs as well as shared directories and file-based exchanges.
Over time, as digitalization expanded across Actiris, the platform implemented by IRIS became the organization’s standard environment for document storage, centralization and sharing. Actiris’s IT policy now establishes IRISNext as the solution to be used for document storage.
Results
The implementation of IRISNext has provided Actiris with a centralized foundation for managing documents across its organization. Rather than approaching document management as an isolated activity, Actiris can use a common platform to structure information, control access to documents and connect document management with its broader business processes.
The Dossier Unique builds on this foundation by bringing together the documents and information associated with a job seeker, partner or business case. Its objective is to provide stakeholders with a more complete and consistent view of each case while supporting better collaboration, traceability and information accessibility.
Key outcomes include:
“A large number of processes have been streamlined to ensure smooth, intuitive and completely transparent archiving for everyday users.”
XX
IT Manager
Conclusion
The collaboration between Actiris and IRIS IMS has progressively transformed document management from a collection of paper-based and distributed processes into a more centralized and structured information environment.
With IRISNext at the center of its document management approach, Actiris has established a platform capable of supporting document capture, organization, secure access, business processes and integration with its existing applications.
The project also provides the technological foundation for the Dossier Unique, supporting Actiris’s ambition to bring together the information required to manage a case within a single, secure and accessible environment.
As Actiris continues its digitalization journey, the next step is the migration to IRISNext 9.8, which is expected to further consolidate the platform and support future document management requirements around the Dossier
Explore other case studies
Latest news
