Youth welfare office introduces digital files

Youth welfare office introduces digital files

The youth welfare office in bad kissingen has also been on the internal data highway for a long time. But from time to time, software applications need to be readjusted. The previous IT system ("jugendhilfe") has been in place in bavarian youth welfare offices for 17 years. Now, the agency for municipal data processing in bavaria (AKDB, munich), which is responsible for this software package, wants to switch to the successor product ("jugend und soziales").

In bad kissingen, the changeover is to take place from 2020 onwards. In addition, the electronic youth welfare file is to be introduced. In order to do justice to this complex process, staffing levels must be increased, it was said in the youth welfare committee. Head of the youth welfare office siegbert goll spoke of an additional full-time or two half-time positions.

Software from 2002

In 2002, the youth welfare office in bad kissingen switched to a case-based working method. With the then-new "youth assistance" software according to goll, it worked well because it covered all areas of the youth welfare office, from help management to service preservation.

Individual modules provided assistance in the work – also when it came to unaccompanied minor refugees. In addition, extensive statistical functions and individual controlling options have been.

The new youth and social affairs program now operates on a process-oriented basis. This means that the processes of economic youth welfare (the legal and financial administration of SGB VIII services) in particular can now be made more transparent, according to the AKDB's definition.

The basis for this is the socio-pedagogical specifications of the social services, which determine the need for youth welfare after consulting and supporting the parents, children or young people.

What sounds rather complicated overall simply means: more transparency at all levels, daily updated overviews of developments in the youth welfare office, the presentation of the workload and the possibility of staffing levels, as well as the connection to automated agency reports.

According to the head of the youth welfare office, the electronic youth welfare file will also be introduced in 2019/2020. In concrete terms, this means that numerous documents can be entered into the system for each case and are then available at the push of a button, so to speak.

This is convenient and paperless, says goll. Because that way, you automatically have the documents you need with you on the computer, for example when you need information in the family drawer or when you need details about a case in court. "It is a relief for all colleagues", the head of the youth welfare office explained. In addition, the colleagues are networked with each other – naturally in compliance with the general data protection law and the new basic data protection regulation. The committee members unanimously approved the introduction of the new software and the associated increase in personnel.

Inspection of files by involved parties

By the way, clients of the youth welfare office have the right to inspect their case files under certain conditions. According to the tenth social security code, the authorities must allow the parties involved to inspect the files relating to the proceedings "insofar as knowledge thereof is necessary for the assertion or defense of their legal interests". However, clients do not have to be granted access to their files "insofar as the proceedings must be kept secret because of the legitimate interests of the parties involved or third parties", it says in paragraph 25.

The SGB X also states: "if inspection of an electronic file is to be permitted, the authority may permit inspection of the file by printing out documents in whole or in part, by displaying electronic documents on a screen, by making electronic documents available or by permitting electronic access to the contents of the file".

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