From outdated IT systems to future-proof digitalisation: Lessons from the Danish Environmental Protection Agency

How do you unlock the value of decades of data when the technology is outdated?

For the Danish Environmental Protection Agency (Miljøstyrelsen), the solution was to think ahead and invest in a digital platform that not only reduced costs but also streamlined workflows and provided clarity. With the right technology, they transformed complex datasets into a user-friendly and future-proof resource. Their experience demonstrates how a thoughtful approach to digitalisation can create new opportunities and simplify everyday work for employees.

From legacy systems to modern solutions 

As a public organisation, the Danish Environmental Protection Agency carries the significant responsibility of storing and accessing data – from legislation and public inquiries to historical decisions. For years, they relied on Scanjour, an outdated IT system that was neither flexible nor cost-effective.

“We had 20 databases that couldn’t be searched across. It was both time-consuming and expensive,” says Bente Nielsen, Head of IT and Digitalisation at the Danish Environmental Protection Agency.

When their IT contract expired, it became clear that a fresh approach was needed. Their goal was to implement a digital solution that made data easily accessible across systems, ensured GDPR compliance, and reduced the daily workload.

To find the right solution, the agency partnered with Formpipe. Through a combination of workshops and needs assessments, they selected the ideal platform – in this case, Long-term Archive (LTA).

"When challenges arose, we worked together to find a solution." 

Effective implementation through collaboration 

A successful digitalisation journey requires both the right technology and strong collaboration. For the Danish Environmental Protection Agency, the process began with a thorough mapping of both technical and business needs.

“It’s about understanding how the organisation operates and how we can best support that with a digital solution,” explains Kim Sørensen, Sales Director at Formpipe.

Workshops played a key role in designing a solution that not only consolidated data in one place but also made it easy for employees to locate the information they needed. The collaboration between the agency’s technical experts and Formpipe’s team proved essential for success.

“When challenges arose, we worked together in the ‘lab’ and always came out with a solution,” says Bente Nielsen.

This joint effort ensured that data was migrated with high quality and made available in a user-friendly format.

"It has worked so well that we haven’t needed any support."

Onboarding and continuous development 

Once the data was centralised and structured, the focus shifted to ensuring a smooth transition for employees. Key personnel were trained as “superusers” to assist their colleagues in daily operations.

“It has worked so well that we haven’t needed any support,” says Kim Sørensen.

For the Danish Environmental Protection Agency, digitalisation has not only simplified daily tasks but also opened new opportunities. The LTA solution is now used to integrate archives from municipalities and government departments, providing a comprehensive and accessible overview.

A shining example of digital transformation 

The experience of the Danish Environmental Protection Agency illustrates how a well-thought-out digitalisation process can transform complex datasets into a valuable resource – both now and in the future.

Efficient data management not only delivers internal benefits such as increased productivity and freed-up resources but also has broader implications. When public organisations can access and use data quickly and accurately, decision-making improves, and citizens and businesses experience better and more transparent solutions.

Digitalisation also future-proofs organisations by creating robust systems that support regulations like GDPR and transparency requirements. Ultimately, this builds trust in public institutions and ensures more efficient use of taxpayer money – to everyone’s benefit.

If your organisation faces similar challenges or wants to optimise data management, the Danish Environmental Protection Agency’s approach can serve as inspiration. The key lies in collaboration, flexibility, and a focus on user needs.

Curious to learn more?

Read the full case study about the Danish Environmental Protection Agency here

Considering digital transformation? Contact us for an informal discussion about how we can help you create value. For more details about LTA, visit our product page .