Clouds for public authorities: Advantages of cloud solutions in public administration

Digitalization is also advancing in public administration. Web-based IT applications and clouds in public authorities simplify internal and external communication and thus make everyday work more efficient. In addition to the opportunities and risks of cloud computing, this article provides an overview of concrete application possibilities.

Digitization and Clouds in Public Administration

The Corona crisis in particular has once again highlighted how important digital accessibility is for public authorities. But even independently of the pandemic, there are numerous reasons why citizens are in contact with public offices. These include registering flat moves, weddings, submitting tax documents or applying for social benefits.

Furthermore, it is important that the flow of information between the individual offices and authorities functions smoothly. This is the only way to bundle data at the federal level and create modern infrastructures. IT departments constitute a separate area of work in most authorities. This shows: The digitalization of the state can no longer be stopped and requires a flexible, efficient and secure design.

Cloud computing in public authorities: Opportunities and risks

Cloud services in the public sector harbor both opportunities and risks. For a better overview, these are compared below in bullet points. They relate in particular to the procedures within the authorities.

Risks of clouds in public authorities

Organizational risks: Structures and organization usually grow organically within an administration. The outsourcing of a certain area of work may lead to processes subsequently no longer running effectively.

Dependency: The relocation of one’s own IT within a public authority is associated with a high organizational and financial effort. As soon as a restructuring of the department takes place, there is therefore a strong commitment to the technologies of the respective cloud providers.

Security: Lack of information security and data protection are definitely among the biggest concerns about cloud use in public authorities. Sensitive and personal data are stored in concentrated form within government IT services. This makes them a popular target for hackers. The issue is therefore always very risky for public administration institutions.

Opportunities of cloud solutions in offices

Cost savings: The integration into large data centers creates flexible utilization options for IT resources. This means that the financial and time resources of the authorities and administrations can be better utilized. This is especially true for public clouds.

Modernization: IT service providers offer effective implementation of modern cloud services in the existing IT infrastructure. The various departments and work areas of a public administration can thus be integrated into cloud environments without disruption.

Security: Even though clouds pose a security risk, they handle uncertainties better than classic IT services. Through numerous technical mechanisms and rapid security updates, cloud service providers have gained a market advantage. Consistent encryption and the separation of data and keys across different cloud providers are further aspects that speak for the use of public cloud services. They ensure security and data protection.

Cloud computing in public authorities has many advantages and disadvantages on a technical level. The everyday use cases remain unaffected, because clouds can be used sensibly in different ways in public authorities.

Possible applications of clouds for public authorities

Cloud computing is accompanied in particular by the digitization of analogue forms and documents. This means that the many steps involved in re-registration, for example, no longer have to be carried out manually.

The digital and decentralized storage of information in a cloud prevents the loss of documents. In addition, applications can be retrieved simultaneously by different clerks. These documents can thus be processed more quickly. This pays off in legal matters, for example in criminal prosecution proceedings, when authorities have to provide certain documents.

Because cloud computing also speeds up communication across internal authority boundaries. Digitizing paper documents that do not have to be printed out all the time is a step towards a paperless office and contributes to sustainable environmental protection. In communication between offices and citizens, cloud services play out their advantages because public services are organized digitally. This also applies to the exchange of public authorities with other external stakeholders.

Digital communication enables very dynamic communication because interactions can take place regardless of location and opening hours. Furthermore, once data has been stored, it can be easily and quickly maintained and updated.

Requirements for cloud solutions for public authorities

When cloud solutions are used in federal authorities or public administration, it is necessary for these services to meet very specific requirements. Data security and data protection in the cloud are at the top of the list. According to the Federal Data Protection Act, the processing of personal data on cloud servers outside the states of the European Union is only permitted in exceptional cases. In particular, American providers such as Amazon or Google, with their security standards, should be closely examined as a cloud solution for public authorities.

Team Drive offers an affordable and scalable solution for public institutions with a highly secure cloud technology. It enables secure data exchange and data storage in the cloud. Data exchange always takes place via end-to-end encryption and is DSGVO-certified.

Furthermore, the storage of information in the cloud is subject to the zero-knowledge architecture. This means that TeamDrive does not gain access to any data. This means that the use of a cloud for the confidential exchange of data and the work with personal data of citizens is data protection-compliant at all times. Due to its modular character, individualized adaptation to the needs of a public authority is possible. Costs can be saved without additional effort.

Are you looking for a secure and practical cloud solution to process confidential or personal data? Then find out now about the advantages of TeamDrive as a cloud for authorities, offices or public administration.