We save time every day – and have gained a way of working that is both efficient and accessible to everyone.
In Mansfeld-Südharz, located in the heart of Germany, centuries of mining and metallurgy have shaped both the landscape and local identity. But today, new forces are at play: digitalisation, sustainable development, and future-ready communication.
Like many rural regions, Mansfeld-Südharz faces the challenge of creating a modern, cohesive administration where digital tools aren’t just present – they actually support everyday work. One key step in that transformation was gaining control over the growing archive of images and videos used in everything from inspections and documentation to public communication.
the Challenge
From Fragmentation to Control
In public administration, visual content isn’t just decorative – it plays a vital role in transparency, documentation and outreach. In Mansfeld-Südharz, large amounts of photo and video material were handled by various departments, often in connection with inspections, events, and civic information. But without a shared platform, it became increasingly difficult to find the right files when they were needed most.
“We had images scattered across folders, hard drives, and different systems – with no easy way to access everything,” says Uwe Gajowski, Press Officer.
The fragmented setup not only led to duplicated work, but also increased the risk of incorrect file usage or accidental distribution of material containing personal data. As visual communication grew in importance – both internally and externally – so did the need for a secure, centralised solution.
The administration also needed to act quickly in critical situations – for instance, uploading images directly from a site visit, sharing them with the right people, and ensuring full compliance with data protection laws.
One System to Solve Several Needs
- Fast, secure access to all visual material
- Seamless collaboration across departments – even remotely
- Time-saving automation of repetitive tasks
- Clear structure and GDPR-compliant metadata handling
With an existing archive of over 100,000 assets – many with historical or legal value – the solution also had to support a smooth, loss-free migration.
The Solution
Mediaflow – A Structured and Flexible Platform
By implementing Mediaflow, the administration introduced a cloud-based solution tailored to both internal workflows and external communication. Whether it’s documenting work on-site, publishing on the web, or collaborating with external partners, teams can now work simultaneously and securely – regardless of location.
“Being able to collaborate easily, search quickly, and share media via direct links has made our work much more efficient. The AI-powered tagging makes finding the right files a matter of seconds,” says Uwe Gajowski.
A standout feature has been the ability to automatically generate AI-based video subtitles in multiple languages – a major step forward for accessible communication.
Migrating Over 100,000 Files – Without Disruption
A key part of the project involved migrating a vast archive from a previous system. With clear project planning and strong technical support, around 100,000 assets – along with metadata like licences, keywords and credits – were transferred without interrupting daily operations.
Both the system implementation and the migration went beyond expectations. It was a collaborative and solutions-focused process from start to finish.
The Result
Saved Time, Better Access, and Full GDPR Compliance
Today, the administration works from a shared digital workspace. It’s easier to ensure visual consistency, streamline work across departments, and meet high standards for privacy and governance.
A Project That Has Changed Daily Work – and the Future
For Mansfeld-Südharz, digitalisation is not just about tools – it’s a foundation for long-term development. Taking control of the media flow was a crucial step in building a modern administration.
“We’ve found a solution that is cost-effective, technically robust, and aligned with our reality. This change has made a real difference,” concludes Uwe Gajowski.
Simple, scalable and affordable
Mediaflow is a Swedish cloud service that thousands of communicators, creators, and marketers use. Because the service is located in the cloud and easily accessible through your web browser, it also doesn't require any hardware investments, making it easy for large and small organisations to get started.