Modernisation of the register: the Identification Numbers Act as a new milestone on the path to modern public administration

The modernisation of the registers is set to take the German public administration to a new level in the coming years and has successfully reached an important milestone in this regard. With the Identification Numbers Act (IDNrG) coming into force on 31 August 2023, a significant and long-overdue step has been taken as part of the register modernisation process. The IDNrG introduces an identification number in accordance with Section 139b of the German Fiscal Code – the so-called tax identification number – as a uniform, non-descriptive identifier applicable across all registers, which is stored in the relevant administrative registers.

This means that the roll-out of identification numbers can now be initiated in selected pilot registers, which will thus serve as a reference implementation for all 51 registers listed in the Annex to the IDNrG. An important part of the operational implementation phase within the register modernisation programme has thus begun, although many technical components necessary for a successful and complete ‘once-only’ implementation are still in the design phase and the legal framework remains to be finalised.

The introduction of the identification number will improve the quality and validity of the data stored, and the use of standardised data will enable the administration to base its decisions on a sound data foundation. Citizens and businesses will gradually be relieved of their obligation to provide supporting documentation thanks to the ‘once-only’ data collection process.

One approach to ensuring the successful implementation of the register modernisation can be pursued at the following levels: 
 

• People: Administrative staff, in particular, find themselves faced with major change projects as part of their day-to-day work; they must receive the necessary training and support to be able to use and implement new organisational procedures, IT systems and processes effectively. Furthermore, the ‘Once-Only’ principle must be implemented in a user-friendly manner so that citizens’ needs are met and they can be confident that their data is being handled securely and confidentially.
• Technology: Another necessary measure is the adaptation or redesign of existing IT systems. Comprehensive advice on migration and the approach to be taken is required, as well as a decision on whether legacy systems should be modernised or fundamentally new technical structures created. Furthermore, ensuring information and data security is essential. This is achieved through the implementation of security measures such as encryption, firewalls and access controls, to ensure that the data of citizens and businesses is protected and not misused. Ultimately, fail-safe 24/7 availability of the data must be guaranteed.
• Processes: On the one hand, these are the external processes – that is, the interfaces with and interaction between the public. The public want swift and transparent application procedures. As part of the internal processes, end-to-end workflows and data management processes need to be rethought. Seamless, end-to-end digitalisation and modernisation requires extensive adjustments to the interfaces of specialist systems due to required data standards, data field adjustments or new mandatory data fields. In this context, it must be ensured that the connected IT systems are also modernised and are capable of receiving, processing and generating standardised data.
• Organisation & Legal Affairs: As part of the implementation process, it is already clear that further legal frameworks will need to be established and that inconsistencies between individual laws will have to be resolved. This concerns, amongst other things, issues such as access rights, the principle of initial data collection, rights of use for data fields and availability requirements. Within the framework of internal administrative organisation, existing OZG implementation structures can be utilised, and staff can play an active role in shaping organisational components. Last but not least, the necessary financial resources must be made available. Furthermore, communication within a complex stakeholder landscape – involving the Federal Office of Administration (overall management of register modernisation), the conferences of line ministers, the federal states and local authorities – presents a major challenge.

Further information on our blog: ‘The Register Modernisation Act (RegMoG) as the basis for seamless administration’

The modernisation of registers offers many opportunities for public administration, citizens and businesses. Above all, however, it is intended to lay the foundations for the future automation and digitalisation of a modern and efficient public administration in Germany. The timetable for a networked register landscape by 2025 is tight and is likely to be called into question even at this early stage. This makes effective and pragmatic cooperation between all stakeholders (public authorities, IT service providers and citizens) all the more important and necessary during the implementation process.

We would be delighted to support you in implementing these solutions, drawing on our many years of expertise in digitalisation. Find out more about our solutions and success stories in the public sector, and get in touch with our experts. Visit the Telekom MMS website.