Register modernisation

An efficient database

Modern data exchange for the once-only principle

There are various major digitisation initiatives for public administration that work together to achieve effectiveness:

  • The OZG ensures low-threshold access to administrative services.
  • The RegMo increases the speed of processing administrative procedures, particularly in supporting the census.
  • The SDG Regulation stands for cross-border processing of administrative services.
  • The EUDI Wallet supports the cross-border exchange of evidence.

All four areas contribute to the comprehensive implementation of the once-only principle: all data and evidence available to the administration should be easy to reuse.

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Core elements of register modernisation

  • Register Modernisation Act (RegMoG)

    The Register Modernisation Act (RegMoG) lays the foundation for uniform, digitised register management in Germany. It consists of the IDNrG and several other amendments to existing laws that enable the introduction of the IDNrG into administrative processes. A core component of the technical implementation is the National Once-Only Technical System (NOOTS), which enables legally compliant, cross-register data exchange.

    Identification Number Act (IDNrG)

    The Identification Number Act (IDNrG) is part of the RegMoG and creates the legal framework for the introduction of a personal ID number based on the tax ID as a central classification feature in administrative processes. It enables the unique, cross-register assignment of personal data. The introduction of the IDA procedure (identity data retrieval) and DSC (data protection cockpit) ensures automated data comparisons and transparent control options for citizens.

  • In accordance with the RegMoG, modernised registers are linked to three federal components:

    National Once-Only Technical System (NOOTS)

    NOOTS is the central component for the exchange of evidence. Data consumers (online services) retrieve the required information here, while data providers (registers) make the information available.

    Identity data retrieval (IDA) procedure

    The identity data retrieval (IDA) procedure ensures that existing data records are assigned a personal ID number (based on the tax number).

    Data protection cockpit (DSC)

    The DSC displays data retrievals using the personal ID number for the sake of transparency.

  • IT Planning Council (ITPLR) / FITKO

    The IT Planning Council sets the strategic direction for federal digitalisation and defines common architecture and interoperability standards. FITKO provides operational support, coordinates central digitalisation projects and provides federal basic services and technical frameworks. Together, they ensure that register modernisation functions uniformly across all levels nationwide.

    NOOTS steering group

    The NOOTS steering group brings together federal and state interests in the implementation of the OZG and digital administrative modernisation and is based at FITKO. It prioritises measures, orchestrates pilot projects and ensures that the implementation of NOOTS progresses.

    Register modernisation coordinators

    RegMo coordinators assume organisational responsibility for the implementation of register modernisation in the federal states. They coordinate between state authorities, local authorities and the federal government, support the introduction of common standards and ensure the consistent introduction of identification numbers, data quality and technical specifications.

How does register modernisation work?

Let's look at an example of how register modernisation can be used to retrieve verification data:

  • Step 1: A citizen wants to submit an application. To do so, they log in to the online service and give their consent to data retrieval.
  • Step 2: The online service sends a request for verification data to NOOTS.
  • Step 3 (in the background): NOOTS checks in the background which citizen is involved, using the applicant's eID for this purpose. In the further course of the process, only data records for this specific person are displayed.
  • Step 4a (in the background): NOOTS forwards the request to the appropriate verification authority (usually a register) in Germany.
  • Step 5: The verification authority provides the requested verification and NOOTS forwards this verification to the online service for display.
  • Step 6: The proof is displayed to the citizen in the online service and can be attached directly to the application there.

The IDA procedure thus provides the basis for identifying suitable data records by means of the ID number. The log data on the proof data retrievals generated by the proof-providing agencies are made available in the data protection cockpit during the process.

Your own level of maturity

Gain clarity about the current situation and initiate meaningful preparations

Various preparatory activities are necessary for register modernisation at all federal levels:

  • Determine roles (and work steps) within your own organisation
  • Identify your own processes and examine them for digitisation potential (Processmanagement)
  • Gain an overview of registers (register map & data structure) and their maturity levels
  • Gain an overview of contracts with IT service providers
  • For local authorities: Establish contact with the RegMo coordination office in your own state
  • For state and federal authorities: Identify contact persons for the specialist ministerial conferences

What administrations can already prepare today

Regardless of specific plans in the area of register modernisation, administrations can take several steps to be well prepared. The main focus here is on putting their own data stocks into digital use. The following topics contribute to this:

  • Change management

    There is currently a great deal of uncertainty regarding the specific tasks involved in register modernisation. Technical and organisational issues are intertwined, making it difficult for any one person to grasp the entire subject. We therefore recommend a consistent separation of organisational preparatory work and technical implementation projects. Consistent change management support helps your organisation develop and communicate a clear picture of the next steps.

  • Process and requirements management

    Register modernisation has a profound impact on established administrative processes. This makes it all the more important to identify your own processes and gain an overview of potential areas for optimisation. Mapping processes and requirements for IT systems lays the foundation for the subsequent introduction of digital solutions.

  • Digitisation

    Your own data stocks must be made available in digital form. Currently, data is at different stages of maturity (e.g. in the familiar folder) and must be transferred to accessible databases. Various tools, such as scanning services or import functions, can help with this. The ORP offers a CSV import function for this purpose.

  • Innovation management

    When digitising administrative services, it is worth considering new possibilities. The findings from good process management and investigated digitisation options are incorporated into a structured innovation process so that new ideas for implementing administrative services can be generated.

Are you still unsure how these topics can be linked and what is possible and, above all, what makes sense for your individual situation? We are happy to share our experience from existing projects. Let's talk!

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For the technical implementation of register modernisation, we offer a low-threshold platform, the Online Register Platform. This allows registers to be created easily in just a few minutes and then used digitally. The platform takes care of the connection to the RegMo components centrally!

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From plan to practice

Plan and implement step by step

Current status of the NOOTS and NOVA platform

NOOTS has various expansion stages. The reference environment will be made available at the beginning of 2026, enabling connections from various data consumers and providers. NOOTS will be further developed until 2028, when it will reach its final expansion stage. More information is available on the website of the Federal Administrative Office, which is responsible for implementing NOOTS as the register modernisation authority.

The NOVA platform is the central point of contact for registering for connection. It is already open, and a company account is required to use it. In addition to using the NOVA platform, we recommend clarifying the roles involved and drafting an organisation-specific connection process, which should be discussed with the IT service providers.

Target vision of a modern register

The basis for a modern register is a digital database in use. Building on this, in addition to a connection to the federal network, various interfaces are required for connection to the RegMo components (NOOTS, IDA, DSC):

  • An interface with XBasisdaten to connect the IDA procedure
  • An interface with XDatenschutzcockpit to connect the data protection cockpit
  • An interface with XNachweis and a secure connection node to connect NOOTS.
  • Additional read accesses that can be used for other initiatives (e.g. open data)

Our portfolio

As a company that offers consulting services and carries out software development projects, we can provide support for all the points mentioned on this page. We focus on the following services:

Guide workshop

In a one-day on-site workshop, we work with you to lay the organisational foundations for successful implementation. We look at the necessary roles and structures in your organisation and how these can be aligned with the goals of register modernisation. To ensure that the workshop is tailored to your individual needs, we collect information about your wishes and requirements in advance via a questionnaire.

Creating a register map

We create an overview of existing registers and their contact persons for your organisation. This forms the basis for planning digitisation projects. We use the nationwide register map as a guide so that the results can be reused directly.

Process analysis and development

Together with you, we examine your administrative processes and develop pragmatic solutions and adjustments so that you can benefit as much as possible from the developments in register modernisation.

Data quality analysis

The IDA procedure relies on clean data, otherwise the assignment of ID numbers to existing data records cannot function. We examine your data stocks and check them for common errors (such as duplicate entries, incorrect character sets, empty fields) and implement improvements in collaboration with you.

Preliminary examination of existing data structures

For the sustainable modernisation of registers, it is not enough to simply know the data fields. The contents of these fields must also be known. We combine typical data structure mappings with our FIM expertise to describe data for administration in a standardised way. When planning to introduce ORP, we develop proposals directly in line with the platform's capabilities.

Architecture consulting

From our previous implementations as part of the Register-as-a-Service competition and the Open Register platform, we have gained a wealth of knowledge about providing a register in the cloud. We share this knowledge with our customers and pave the way for cloud-based storage of administrative data.

Customised development of registers

Of course, we develop registers with individual requirements from scratch. This is where our accumulated expertise from software development projects and eGovernment projects comes into play.

Introduction of ORP and transfer of existing registers

We introduce ORP at your premises and use it to map various data sets. For existing solutions, we support you in migrating your data to the new platform or synchronising it with existing systems so that there is no interruption in service.

Do you have questions?

There is no website or brochure which can replace a personal meeting to talk about your goals and topics. We are looking forward to an appointment on site.