What foundation is needed for a successful Common Ground?
Cooperation in the area of information exchange between municipalities should be encouraged. However, it will only work if there is first a solid foundation in the areas of information management and information security. Just as with artificial intelligence, the following applies: if you input data that is incorrect or is harmful , you’ll get errors and nonsense in return. If you want to share information with other municipalities, you must therefore first your own internal data must be reliable, well-organized, and secure. Without this foundation, collaboration is inefficient and even risky.
Cooperation Without a Solid Foundation
But does this foundation actually exist? In many municipalities, documents are scattered across different systems. Permit applications, policy documents, emails, and correspondence with citizens often have their own designated locations and their own tracking systems. This leads to duplicate files, errors, and delays. After all, which version is the correct one, and is the information still up-to-date and applicable today?
Within Common Ground, collaboration revolves around sharing information and reusing data—for example, regarding how the many different types of projects within municipalities can be carried out. There’s always a public official somewhere who has just gained a particular kind of experience. In this example, sharing means that projects can be carried out more quickly.
The VNG states the following on this matter:
“Common Ground is the information management vision through which municipalities will collectively make their information services simpler, more flexible, and smarter. By restructuring their information services, municipalities can significantly improve their service delivery and operational management.” (vng.nl)
A great initiative that will require the necessary attention. To realize these benefits we believe that we must first get our internal foundation in order must . Think of it as a “major cleanup’ that is necessary before you start collaborating with other municipalities. This prevents you from collectively sharing incorrect data: there should be no disagreement regarding reusable data. Among other things, this means the following: tdocuments and data must be managed centrally, and processes must be clear and consistent , and information security must be ensured from the start. Only then can collaboration take place efficiently and securely.
On a Solid Foundation
A solid foundation starts with the centralized registration of all documents and data. Employees need to know exactly where everything belongs and how to find it. Metadata plays a crucial role here: if all information is consistently tagged and linked to the correct workflow or case, documents can be automatically recognized and processed without the need for manual searches.
Common Ground makes it possible to use data independently of applications, but without accurate and consistent data at the source, you’re mostly just shifting problems rather than solving them.
Business Consultant for Municipalities
In addition, interoperability between systems is essential: this requires internal or external expertise in system integration. Only when systems communicate with one another and information does not remain trapped in silos can a single, clear, and coherent ecosystem emerge.
At the same time, information security must be built in from the start. It is important to know who has access to what data, how information is protected, and how compliance is ensured in accordance with the GDPR, ENSIA, and other legislation. A solid internal foundation also makes it possible to implement new digital solutions. For example, you can use AI to help assess permit applications, process letters of objection, or automatically categorize policy documents—provided that the underlying data is accurate.
On a solid foundation?
OneXillium is happy to work with municipalities to lay this foundation in a concrete way. Together, we explore how information can be recorded in a centralized and organized manner, how metadata and workflows can be optimally structured, how systems can be securely and efficiently interconnected, and how information security can be ensured from the very beginning.
With this foundation, your municipality can not only improve its internal processes, but also serve as a model for other municipalities in the areas of information management, security, and ease of use.