Services that matter
Annual report of the Department of Service & Innovation 2024
Information and Records Management
Purpose
The Information and Records Management office oversees the City's document management. It provides consultation to specialized and core department offices on information and document matters, handles implementation, monitoring and execution of the City's Documentation Policy, and serves as Reykjavík's liaison with the National Archives of Iceland.
In 2024, the office was organized into:
- City Hall document management
- Höfðatorg document management
- Hlaðan implementation team
- Drawing scanning
Roles and responsibilities
The office handles document management for central administration and offices in City Hall and Höfðatorg.
It provides daily services for registration, scanning and processing of data requests and supports City staff with storing and handling data.
The office also registers inquiries from residents and other customers and routes them to the appropriate parties for processing.
Clear benefits
The office's goal is to strengthen professional document management, promote unified document storage and be a leader in public sector document management.
The benefits are clear: through the City's unified policy and increased collaboration between departments, we can ensure better oversight and access to data and guarantee long-term document preservation.
2024 projects
Image management and digital distribution
During the year, we completed a project to review the City's digital image management. The FotoStation system has been in use since 2007, without consideration for unified usage and ownership. FotoStation has now been defined as a records system and reported to the National Archives. The project ensures better access to images and clear procedures for handling them.
Document management in administrative buildings
We continued working to coordinate and strengthen document management in City Hall and Höfðatorg. We focused on supporting staff and establishing clear procedures for document storage. At the end of the year, we took major steps to coordinate services and procedures through a single service email address.
Review of guidelines
Our review and updates of guidelines and user manuals for document management contributed to improved access and increased staff competency in daily document processing.
Drawing scanning
We reached an important milestone when we completed digital registration of all 800,000 of the city's building drawings. The drawings are now available online and serve residents, staff and professionals.
Storage cleanup
The office led a project to clean up and organize documents in storage. Unnecessary documents were removed, helping improve space usage and transparency about the City's document volume.
Hlaðan
Hlaðan is the City's information management system. The system standardizes document storage citywide and is a key tool in the city's professional document management. Hlaðan supports staff in their daily work and allows them to:
- Store and record documents according to procedures
- Search for data in a simple and efficient way
- Ensure preservation according to Documentation Policy
- Share documents securely
- Integrate with other solutions, such as My Pages and e-signing
Implementation and follow-up
The office visited City workplaces, provided training and help with setting up Hlaðan, and made sure procedures followed City policy.
User-centered development
Service users actively participated in testing and developing new solutions in Hlaðan. Using a user-centered approach, we improved procedures and users' experience with the system. Despite challenges, the benefits were significant and provided valuable experience.
Implementation in preschools
Implementation of Hlaðan began in the city's preschools. All preschool directors gained access and the first step toward full implementation was taken. Implementation work will continue in partnership with primary schools in 2025.
New templates
All templates were replaced to align with the City's design standards. This improves consistency and professional presentation in documents.
System integration
Work was conducted on integrating Hlaðan with other solutions, such as application systems on My Pages and e-signing. This creates a better user experience and greater efficiency.
Focus on statistics and recognition
Greater emphasis was placed on recording statistics, metrics and follow-up. Staff who excelled in document management were specially honored with "Hlaðan's Oscar Awards."