Client ELO: gematik Gesellschaft für Telematikanwendungen der Gesundheitskarte mbH

gematik sees itself as a competence center and service provider for the healthcare sector. It sets the conceptual framework for the telematics infrastructure as a comprehensive and secure network, coordinating activities to ensure reliable operation and market-oriented development. In doing so, gematik guarantees a functional and interoperable structure, i.e. seamless interaction between the various components, services and applications in the telematics infrastructure, and sets standards in the digital German healthcare system. One focus is the specification. gematik creates concepts, descriptions, and definitions of the requirements for components, services, providers of operational services and other electronic healthcare applications in the telematics infrastructure.

To fulfill gematik's legal mandate, approximately 300 employees are currently working on concepts, descriptions, and definitions for the advancement of secure, digital cross-sector healthcare solutions.

A wide range of authors and editors are involved in creating documentation for the ongoing expansion of the telematics infrastructure's functionality. Various tools and filing systems are in place, sometimes leading to redundant and inconsistent data. Until now, the company did not have a system for storing documents in unmodifiable format over the long term. A document management system became essential. As the contracting authority, gematik issued an EU-wide invitation to tender for the implementation of the DMS/ECM solution. The following challenges were defined in the tender:

• Replacement of the existing file system structure
• Integration of third-party systems
• Digital solution for document approval processes

The bid submitted by Dresden-based ELO Business Partner PRODATIS CONSULTING AG as part of the tendering process was successful. The partner's ELO solution meets the mandatory conditions and criteria set out by gematik.

After the contract was awarded, the existing filing systems and the network drive were replaced by the central ELO document management solution within nine months. The ELO workflow also supports gematik employees when it comes to working on tasks that involve multiple divisions and departments.

• Replacement of the existing file system structure with ELO
• Integration of third-party systems
• Implementation of document approval processes via the ELO workflow

• Fast availability of business-relevant information
• Improved audit compliance
• Accountability and transparency in all workflow steps

Two systems that were used at gematik for storing data or documents, such as the network drive, have been replaced with ELO. gematik employees now benefit from transparent data management and can easily track the steps in a workflow. Due to the structure of gematik, different authors and stakeholders work on the concepts, descriptions, and definitions for extending the functions of the telematics infrastructure. Versioning in ELO gives employees an overview of the status of documents and processes at all times. The ELO collaboration tools also enable employees to make comments directly on the document and collaborate on solutions.

Migrating data from the existing file system to ELO presented a particular challenge in the project: More than 2 terabytes of data had to be transferred to the ELO ECM system via a corresponding interface. PRODATIS provided REST web services to facilitate the transition of the individual divisions and departments to the new system. Data was migrated on fixed weekly dates over a period of 18 weeks. Third-party systems such as Microsoft SharePoint were also integrated via XML data exchange and other interfaces.
gematik's work is based on the document and product lifecycle and the processes involved. ELO – especially the ELO workflows – supports document-centric processes throughout the company: document approvals, reviews, and comments as well as documentation of test results and approval procedures.