The Municipality of Thermi, located in the southeastern part of the Thessaloniki Urban Area, is taking a new and decisive step toward the digital modernization of its operations by digitizing a significant portion of its Civil Registry archive.

Leveraging its long-standing experience and high-level expertise in the documentation, scanning, and archiving of public-sector records, DOTSOFT S.A. has undertaken the implementation of this project.

The archive to be digitized consists of 7,200 family records, totaling 216,000 pages of administrative documents from the former Municipal Unit of Vasilika. Most of these documents are fragile and deteriorated, as they date back to 1958 and have been used almost daily for many years to serve hundreds of citizen and service requests.

DOTSOFT S.A. will carry out all required actions—from scanning and documentation to the development of a database and search application—providing a modern, secure, and user-friendly digital environment for both employees and citizens.

With specialized teams and modern equipment, DOTSOFT S.A. will undertake, among other tasks, the archiving and assignment of metadata for the entire archive. It will also deliver fully integrated software connected to the Municipality of Thermi’s databases, enabling authorized employees to instantly search, manage, and utilize the digital material. This is a project of high social value and technical complexity, focusing both on preserving the physical archive and improving the administrative efficiency of municipal services.

The digital migration of the archive:

• Ensures the preservation and protection of data from deterioration or loss.
• Speeds up the issuance of certificates and administrative documents through easy search and fast access from any personal computer.
• Upgrades the services of the Civil Registry and Vital Records Department, facilitating citizen service and interoperability with other agencies.

According to the recently signed contract, the project includes:

• • Scanning all pages using specialized equipment and implementing strict quality control.
• • Entering metadata (such as family record number and head-of-family name) into a database.
• • Developing software with search, display, editing, and printing capabilities for authorized users, with LDAP connectivity.
• • Delivering the digital documents in multiple copies and uploading them to the Municipality’s electronic repository.
• • Hosting the application and database for a period of two years on suitable infrastructure.

The total duration of the project does not exceed six (6) months, and it is funded directly by the Municipality of Thermi through a designated allocation of its regular budget.

Through this project, the Municipality of Thermi significantly enhances the functionality of its services and fulfills its commitment to a public sector that is accessible, efficient, and citizen-friendly. By deploying its expertise and know-how, DOTSOFT S.A. contributes decisively to the digital safeguarding of institutional memory, the improvement of everyday citizen service, and the modernization of administrative operations.