Blog > Client testimonial: "Gemeente Heusden"

The trigger was practical: the system Gemeente Heusden was using was no longer supported or renewed, so an alternative was needed. The supplier of their multifunctional printers pointed them toward MetaServer by CaptureBites. That is how the partnership began, and it has now been running for a year and a half.

One striking detail from the interview: Gemeente Heusden now runs nine different flows in MetaServer, side by side. That was not the plan from day one. Once the actual configuration work started, it became clear that there were more processes that could benefit from automation than initially anticipated.

Some of these flows could, in theory, have been handled directly in their previous system, for example processes where documents only need to be emailed to an address. Even so, the municipality chose to route these through MetaServer as well, partly because of the four-eyes principle they apply.
An added benefit: all configuration lives in one central place. There is no need to search or second-guess across two different systems.

One of the most concrete statements in the conversation concerns maintenance. Gemeente Heusden typically performs an update once or twice a year. Beyond that, the system requires almost no attention. If an error occurs, the organization automatically receives a notification through a self-configured alert.

The result: a stable, consistently performing system that doesn't need daily oversight.

An important advantage of MetaServer is that a functional administrator can make small adjustments themselves, without needing external help or IT tickets. Gemeente Heusden notes that they received extensive support at the start, with clear explanations of how to build a flow and which settings are available.

You might expect the biggest gain to come from the scanning process itself, but that is not the case for Gemeente Heusden. In terms of scanning, there is hardly any time savings compared to the previous solution. The real gain lies in the checking that happens afterward.

Among the simpler flows, such as invoices, deeds and property tax (WOZ) objections, one stands out in terms of impact: the processing of deeds for the Civil Affairs department.

Where deeds used to be emailed manually, they now arrive automatically on the correct network drive, in the correct folder and with the correct file name.
The processing of WOZ objections has also become better automated. For invoices, the situation has remained largely the same as before.

The document flow now reaches the relevant departments more smoothly and with less manual effort.

Gemeente Heusden isn't standing still. They are now exploring the possibilities of email import, to make incoming email processing more efficient as well. Artificial intelligence is seen as a possible addition here, though the municipality wants to test this themselves first before rolling it out more broadly.

Asked to rate the reliability of MetaServer, Gemeente Heusden gives it a 10.

When asked about the system's single biggest advantage, the same theme comes up again: reliability and the fact that, once properly configured, it requires very little ongoing attention.

Asked to summarize MetaServer's impact on the municipality in one sentence, the answer is telling: the impact is essentially zero, precisely because the system is so reliable. The responsible department simply has less checking and follow-up work as a result.

To municipalities considering the switch to MetaServer, Gemeente Heusden offers clear advice: it is a reliable, transparent system that you stay in control of yourself and one you can, in principle, fully configure on your own.