Pädagogische Hochschule Thurgau Modern Document Management for PHTG

The cantonal law on document management and archiving (ArchivG) has been in effect since January 1, 2021. It regulates the archiving of documents for public authorities, including PHTG, and mandates the transfer of archival-worthy documents to the state archive. Since PHTG did not have a document management system (DMS) or a business administration solution (GEVER), it decided to evaluate a suitable solution and implementation partner through a public tender. Metagon was tasked with conducting the evaluation in a selective procurement process.

Through several workshops, Metagon worked with PHTG to define the requirements and goals for the new solution and identify the key use cases. Additionally, the existing systems were reviewed, and a target application architecture was developed, specifying which applications should be integrated with the new solution. Based on these insights, the qualification and award criteria for the pre-qualification process were defined and published on simap.ch. After evaluating the applications, the shortlisted vendors were invited to submit their offers. The vendors also had to present their solutions based on the predefined use cases. This enabled PHTG to compare the solutions realistically and transparently. The submitted offers were then analyzed and evaluated according to the award criteria. The solution with the best price-performance ratio was selected.

With the cross-organizational DMS, including GEVER, PHTG can fully comply with the revised data protection law. The modern and centralized business management system enables efficient document storage and simplifies information retrieval for the relevant areas.