How authorities can achieve secure data exchange in a digital world
Secure software is critical for making processes more efficient, protecting data, and meeting the demands of digitalisation.
Digitalisation has long found its way into public authorities. Where files once piled up on desks, computers now serve as custodians of information. However, digitalisation brings with it challenges and demands that were previously unheard of. Software solutions are needed, workflows must be digitised, and sensitive data, which is crucial to the daily operations of authorities, must always be safeguarded against unauthorised access.
More digitalisation: yes, but how?
The call for greater digitalisation in authorities is growing louder. Media reports often highlight increasing wait times for citizens, while employees face immense stress trying to keep up with demands. Compounding this, a shortage of skilled workers in public services has left many positions unfilled—a problematic combination that needs urgent addressing. But how?
Software solutions can often streamline cumbersome manual processes or accelerate communication between administrators and citizens. For instance, documents can be submitted via email rather than requiring in-person appointments. This saves time, avoids scheduling delays, and speeds up citizen requests. Secure digital data exchange for authorities can become a significant relief in such scenarios.
Secure data exchange for authorities: where can software help?
The potential applications of software in public administration are vast. Whether it's internal communication, interdepartmental coordination, or interactions with citizens and external service providers, technology can shorten decision-making paths and streamline processes.
Take, for example, the municipality of Möhrendorf near Erlangen, which has largely digitised communication. This includes encrypted emails and digital mailboxes for individual employees. Such measures have provided the municipality with a secure data exchange pathway.
Beyond citizen interactions, software can also assist in other areas. For example, during procurement processes involving external service providers, large volumes of sensitive data are often exchanged. Traditional postal services are neither the fastest nor the safest option in such cases. Software solutions enable faster, encrypted data transfer, enhancing both security and efficiency.
Digitised processes are also advantageous in tasks like registering children for schools, nurseries, or kindergartens—provided that sensitive data can be securely encrypted. Parents appreciate the convenience, and staff are relieved from the manual handling of records, reducing workload and ensuring data confidentiality.
In long-term collaborations, such as between construction offices and architects, it’s crucial to organise, store, and facilitate traceable data exchange. This is especially true for large files like CAD drawings, building plans, photos, or videos. Similarly, in committee work, traceability is essential for transparency in decision-making. Digital data rooms, with controlled access rights, ensure that only authorised personnel can view specific files.
Unique challenges: data security is paramount!
Whenever sensitive or personal data is involved, data protection is non-negotiable—this is particularly true for authorities. They also face the added pressure of adhering to the Online Access Act (OZG), which mandates that public services be made available digitally. A sound solution is essential to enable secure digitalisation.
Most authorities are also subject to the General Data Protection Regulation (GDPR), which protects personal data. End-to-end encryption is the best solution for secure digital data exchange, ensuring that only the sender and receiver can access transmitted messages or files. With the increasing threat of cyberattacks on public authorities, robust security measures are more critical than ever.
Finding the right software: a practical approach
In theory, all this sounds great, but how can already time-constrained authorities identify the right software? It doesn’t have to be complicated:
Recommendations: Other authorities or departments often face similar challenges. Asking colleagues for firsthand advice can be invaluable.
Online Reviews: User feedback on review platforms can provide insights into customer satisfaction. Be cautious of fake reviews—unrealistically glowing feedback may be a red flag.
Guides: The FTAPI guide to secure data exchange software offers a detailed orientation and answers questions such as: What should the software offer? Which certifications are essential? What post-purchase support should you expect?
The FTAPI Platform: solutions for secure data exchange
The FTAPI platform offers tailored solutions for all the examples mentioned above through its four products: SecuMails, SecuRooms, SecuForms, and SecuFlows.
With FTAPI SecuMails, you can send emails at four different security levels. Thanks to the intuitive user interface provided by the Outlook add-in, users can seamlessly integrate the solution into their daily workflows without additional effort. It also enables the straightforward transfer of data of any size, eliminating unnecessary workarounds or the need for insecure file-sharing solutions. By using SecuMails, shadow IT—the use of IT resources or systems by employees without the approval or knowledge of the IT department or management—can be effectively avoided. Documents that need to be quickly sent by staff to citizens can be transmitted easily and securely.
For securely receiving data, the SubmitBox serves as an excellent complement to SecuMails. As an example, the aforementioned municipality of Möhrendorf has embedded this solution into staff email signatures, marking another step toward secure and streamlined communication in public administration.
In summary, FTAPI SecuMails offer:
Email encryption directly within Outlook
Encryption and transmission of files of any size
A customisable user interface
Four selectable security levels
Explore the features of SecuMails in this brief demo.
FTAPI SecuRooms function as virtual data rooms, where documents can be securely stored and organised. These are particularly useful for committee work or interactions with service providers. Access is granted only to those with specific permissions, and a comprehensive activity history ensures maximum transparency. With SecuRooms, you can securely manage data of any size while ensuring GDPR compliance and facilitating collaboration with external parties.
In summary, FTAPI SecuRooms offer:
Clear and intuitive file management
Flexible usage and permission controls
Comprehensive activity history for transparency
End-to-end encryption
Discover SecuRooms interactively here.
FTAPI SecuForms help structure data intake. Encrypted submissions can be made via a website or online platform, making it ideal for applications such as kindergarten enrolment processes or organising job applications. Authorities can also use SecuForms as a "digital dropbox," creating a direct communication channel with citizens. These forms can be configured to target specific departments, and their design can be customised to represent the authority's branding. Like other FTAPI solutions, SecuForms support the GDPR-compliant transfer of files of any size.
The advantages at a glance:
Secure and GDPR-compliant
Suitable for very large files
High user acceptance
Quick and efficient data processing
FTAPI SecuFlows are an excellent choice for automating processes and digitising data workflows. Repetitive tasks, which are often error-prone and time-consuming, can be automated with ease. Tasks such as data capture, exchange, and processing can be carried out almost automatically. Like the other products, data exchange through SecuFlows is encrypted and GDPR-compliant. In public administration, SecuFlows are used for tasks like sending notifications or automating monthly employee payroll, eliminating the need for manual printing, stamping, and mailing.
In summary, FTAPI SecuFlows offer:
User-friendly integration via the Outlook add-in
Reduction in paper, printing, and postage costs
End-to-end encryption
Transparency through download confirmations