Digital Transformation and Governance: How the Rhein-Sieg District is Reimagining Administration

Digitalization as a Central Pillar of Governance in the Rhein-Sieg District

Digitalization of administration is no longer just a technical project but a central element of municipal governance. In February 2026, the Digitalization Committee of the Rhein-Sieg District discussed the current IT structure, the use of AI, and the organization of digital processes. The decisions and developments illustrate how administrative structures and technology are increasingly closely interlinked.

## Structure and Organization of IT Administration

The Rhein-Sieg District has created a clear organizational structure to sustainably steer digitalization. The Department of Information Technology and Digitalization (Department 12) has been established since March 2022 and is responsible for IT infrastructure, user support, and IT procurement. With over 1,800 workstations and 300 servers, Department 12 is a central actor in the digital transformation.

IT infrastructure takes care of networks, firewalls, and email security, while the IT Service Team is responsible for support, end devices, and training. A particular challenge is the integration of school IT (Department 40) and the control center (Department 38) into the general IT structure – so far without success.

## Electronic Records and Process Digitization

Since the end of 2019, the district has been using the electronic record system enaio, which is now used by approximately 850 employees. Specialized procedures such as Prosoz, ADVIS, Mikropro Bau, and Avviso are connected to the system via interfaces. Since then, paper consumption has decreased by a third – a clear success of the digitalization strategy.

A new project, the Central Scanning Station, was launched in 2024 to digitize incoming mail. The system OK.Verkehr is currently being integrated. These developments show how the district is gradually digitizing and making administrative processes more efficient.

## Governance Structure and Steering Bodies

The governance of digitalization in the Rhein-Sieg District is organized in multiple levels. The Steering Unit for Digitalization, established in 2021, is staffed with four employees and is responsible for the rollout of the electronic record system, digital processes, and implementation projects. The Steering Group for Digitalization coordinates strategically and meets three times a year with the district administrator, the district director, and other stakeholders.

This structure allows for the inclusion of major topics such as AI and RPA, which are still in the early stages but are already factored into planning. The steering group is also responsible for prioritizing IT projects, taking into account economic, technical, and human factors.

## External Partnerships and Dependencies

The district collaborates closely with external IT service providers. The Civitec Special Purpose Association acts as a representative towards regio iT, the largest municipal IT service provider in North Rhine-Westphalia. External partners such as IT.NRW, Sitepark, and Optimal Systems support the implementation of the Online Access Act and the development of portals.

Despite these collaborations, the IT structure remains heavily reliant on existing products, making changes and flexibility difficult. This shows that digitalization in the district is still in a transitional phase, where external and internal solutions are closely intertwined.

## Security and Training as Success Factors

Another focus of governance is security. The Steering Unit for Information Security Officer is responsible for planning and implementing risk analyses, security measures, and training. Monthly consultation hours and training on enaio, as well as an extensive intranet section with videos and instructions, contribute to awareness.

These measures are particularly important because digitalization requires not only technology but also changes in the handling of data and processes. The security strategy is a decisive building block for the long-term success of the digital transformation.

## Outlook: Digitalization as a Continuous Process

The governance structure and IT developments in the Rhein-Sieg District show that digitalization is a long-term, strategic task. Current projects such as the electronic record system, the Central Scanning Station, and the integration of new technologies such as AI and RPA are milestones on this path.

In 2026, the district is expected to place greater emphasis on automation, efficiency, and improved citizen services in the next steps. The governance structure will be crucial in making the right decisions and sustainably transforming the administration.