– With integrations we ensure better document capture and less paper flow since archiving between systems happens automatically.

Irene Sivertsen
Head ofarchives, Kinn Municipality

Aiming to be a 24/7 municipality

When Flora and Vågsøy merged in 2020, a major development effort began. Since then, Kinn Municipality has worked to build a shared culture and establish standardized routines with a clear ambition.

Irene explains:

– One of our goals is to be a 24/7 municipality. That means thinking development and automated processes at every level.

No, that doesn’t mean caseworkers have to start working night shifts!

Being a 24/7 municipality is about setting up systems so the work is done automatically – even after employees have gone home for the day. And in Kinn, this isn’t just a vision – it’s already in full swing.

13 integrations in use – and more on the way

Kinn Municipality currently has 13 archive integrations in active operation – ensuring that documents flow seamlessly from specialist systems into the archive:

And it doesn’t stop there!

Upcoming integrations include Framsikt, Conexus, Interaxo, Kobo, KK2 Debt Collection, and Visma HRM – all set to make everyday work easier, safer, and more efficient for the archives, caseworkers, and other users.

For Kinn Municipality, integrations are not just about short-term gains, but also about preparing the organization for long-term development:

– Considering the restructuring work in Kinn Municipality, our experience is that archive integrations and automated processes are absolutely essential for meeting increasing documentation requirements, availability, and efficiency demands.

Benefits from day one

The integrations with the Norwegian Agriculture Agency are among the newest in Kinn, and the benefits were immediate.

–  We’ve already saved both time and resources since documents are automatically archived in WebSak. If one full-time employee handles 400 documents manually in a year, it can take three–four days just for stamping, scanning, and registering. It’s obvious we’d rather use that time for more value-creating work.

By grouping documents in annual case files and using clear mapping rules, both case creation and registration happen automatically. This gives staff more time for other tasks – and fewer manual errors.

From shadow archives to structure

Another example is the integration with the child and youth services system, which has improved oversight and secure document flow in the education sector.

Over 250 educators now have read access in WebSak and can quickly access documentation archived to the school principal or kindergarten manager – information that is often relevant in daily work.

Et annet eksempel er integrasjonen med fagsystemet for oppvekst, som har gitt bedre oversikt og trygg dokumentflyt i oppvekstsektoren. 

Over 250 pedagoger har fått lesetilgang i WebSak, og får rask tilgang til dokumentasjon arkivert til rektor eller styrer – informasjon som ofte er relevant i det daglige arbeidet.

– There’s no direct interaction between the case and archive system and the child/youth services system. To ensure secure document flow, we’ve given selected educators read access based on service needs. This prevents shadow archives in departments and ensures safe, digital access.

A simple measure – with major impact.

To ensure consistent structure and easy retrieval, the municipality also uses fixed case templates in both kindergarten and student archives. Access groups ensure that staff such as advisors and inspectors automatically receive the right permissions. This makes work smoother and more predictable.

Even though parents can access some documents directly via the child/youth services app, Kinn chooses to transfer certain outgoing documents – like meeting minutes – to WebSak, so that principals or managers can send them via SvarUt. This ensures traceability and reliable documentation.

When small adjustments bring big benefits

Integrations have also solved practical issues at the detail level. When Kinn tested the housing loan integration, they noticed that many attachment titles were poorly suited for further use:

– Titles could be numbers, abbreviations – or just the sender’s name. That’s problematic if an attachment is used in a political case. To avoid this, and to save the archives from manual corrections, we decided that attachments should inherit the title from the main document 

Now each housing loan customer gets their own case in WebSak, based on a fixed template. The customer’s name is placed on line two of the title, ensuring consistency and easy retrieval.

The result? Fewer errors, less correction, and a streamlined process.

Named one of Norway’s most transparent municipalities

Digitalization isn’t just about efficiency, it’s also about building trust, Irene emphasizes:

 – Transparency and access are crucial for creating a good relationship between the municipality and residents.

Kinn scored full marks on both the public register and website checks, and shared 2nd place in the Transparency Barometer in autumn 2023.

According to Irene, there is a clear link between integrations and greater transparency:

 – The more public documents in WebSak, the more available they are for publishing and access. We’ve become a more open municipality – and we like that!

Ready for the next step?

After years of dedicated work, Kinn Municipality has gained valuable experience with integrations – and Irene is happy to share her best advice for others that are going through the same challanges:

• Involve the archives early – systems must support documentation with a long-term perspective.
• Test thoroughly before going live – WebSak shows you whether everything is structured correctly.
• Think holistically – the benefits affect the whole organization, not just the archives.

Finally, Irene highlights one piece of advice she finds especially important:

– Take the time you need during the testing phase. It gives the best results in the end – and less headache later.

Irene Sivertsen
Head ofarchives, Kinn Municipality

Kinn Municipality is a great example of what’s possible when you think holistically, prioritize structure, and work systematically over time. A role model for others on the same digitalization journey!

🎉 Congratulations to Kinn Municipality for its focused effort and clear results – well done!

Curious about what integrations can do for your organization?

Want to hear more, ask questions – or find out which integrations are relevant for you? Get in touch 👇🏻