Summary
With the introduction of the ThMeet solution, Thuringia is consistently pursuing the strategy of improving digital committee work, communication and collaboration in the state administration. ThMeet is based on OpenTalk, which was recently awarded the IT security mark for video conferencing services by the BSI.
A high level of data protection and security, in addition to openness (open source), was crucial for the implementation. ThMeet is operated in the state data center and can also be easily used by municipalities. OpenTalk has made significant advances in efficiency and user satisfaction.
The Ministry of Finance's requirement was the “Public Money, Public Code” principle. This was to ensure that the results of the project could in turn be used by other public institutions, which is already the case today.
Initial situation
At the beginning of the coronavirus pandemic, available open-source video conferencing solutions were evaluated. The Thuringian Ministry of Finance found that none of the solutions could meet the specific requirements of the administration. The challenges lay in integrating the solutions into existing systems, supporting older hardware and meeting the high standards of usability, data protection and stability.
As part of a Europe-wide procurement process, the acquisition of a suitable solution was put out to tender.
Implementation
When implementing a secure video conferencing solution for the state of Thuringia, the focus was on data protection, security and accessibility requirements. However, the specific requirements of local authorities, such as digital committee work and audit-proof voting, also had to be implemented.
The technical operation is carried out in and by the Thuringian State Computing Center. This includes a particularly secure registration process, as well as the effective operation of the solution.
Results
OpenTalk is offered to the entire Thuringian state administration and interested Thuringian municipalities for free shared use. In addition to more than 10,000 state employees, more than 1,000 municipal employees in almost 50 Thuringian municipalities already have access to ThMeet.
The solution enables participation in video conferences via browser, telephone or conference systems and offers extensive moderation functions.
Dr. Hartmut Schubert, CIO of the State of Thuringia
OpenTalk on MDR
In April 2024, the MDR Thüringen Journal reported on the use of our GDPR-compliant video conferencing solution in administration and in local authorities in the Free State of Thuringia.
Initial situation
The Thuringian Ministry of Finance was looking for a video conferencing solution for the state government and its local authorities. The goal was to find a secure, customizable solution that was compliant with the General Data Protection Regulation (GDPR) and could be integrated into the existing infrastructure.
Challenges
The administration faced several challenges:
- need for secure and reliable communication
- data protection and data security requirements
- compliance with accessibility requirements
- integration into the existing IT infrastructure
- support for older hardware and narrowband networks
- fulfillment of specific administrative requirements in municipal committees, e.g. audit-proof voting and meeting minutes
Framework
OpenTalk was chosen for its digital sovereignty and open source nature. The solution offers:
- Open source, operated in and by the Thuringian State Computing Center
- Public Money – Public Code: the program code is publicly accessible
- Integration into existing systems and operating processes
- SIP-based telephone dial-in and integration of conference systems (room kits)
- Advanced moderation features and GDPR-compliant recordings
Results
With OpenTalk, the following results could be achieved:
- Improved efficiency: quick and easy access to video conferencing
- Enhanced security: GDPR-compliant data processing and high security standards
- User satisfaction: positive feedback on user-friendliness and range of functions
Advantages of OpenTalk
- Security and data protection: The highest standards through GDPR compliance and planned BSI certification
- User-friendliness: Intuitive operation and comprehensive moderation functions
- Adaptability: Integration into existing systems and support for older hardware
- Sustainability: Open-source approach and public accessibility of the program code
Conclusion
The implementation of OpenTalk by the Thuringian Ministry of Finance and the Thuringian State Computing Center is a success. The solution meets the functional and specific requirements of the administration and offers a secure, user-friendly and efficient platform for video conferencing.
Prospects
After six months of productive operation with OpenTalk, the initial experiences have been very positive. Users appreciate the range of functions and the user-friendliness.
The ongoing BSI certification according to Common Criteria EAL 4 is welcomed by the federal state, as it ensures a high level of protection and underlines OpenTalk's commitment to a secure and sovereign video conferencing solution.
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