Award-winning! Smart Work 2026: The Joy of Archiving

The idea originated from the fact that the TyöHäme Employment Area receives approximately 4,000 documents via E-forms for archiving from employment agents, the processing of which takes about 300 hours. The solution is to create an archiving entity using E-forms, allowing files to be sent directly to the archive via integration, rather than passing through the administration team. This avoids duplication of work.

We created a dedicated archiving page on the TyöHäme Employment Area page of the City of Hämeenlinna staff intranet, where employment agents select the type of document to be archived from a toggle menu. They click a link that leads to an E-form, from which the file is archived into the Opus document management system.

We have completed the E-forms and created the intranet page template. Archiving instructions have also been prepared.

We are developing the intranet archiving page based on feedback from employment agents. At the turn of the year, integrations will be switched to the Opus document case type, which will be named according to the year 2026. This ensures that document retention periods remain in compliance with regulations and laws. During the project, a new opportunity also emerged: integration between SignSpace and Opus. This allows the TyöHäme Employment Area to automatically archive approximately 600 work trial agreements annually, which saves an additional 50 hours per year.

Developers

Niina Salopelto, Administrative Secretary
Olli Lundahl, Service Advisor
Sara Rantanen, Employment Coordinator