Departments and services
Give teams a place to prepare reports, guidance and internal working documents. Assign ownership and agree which material can be shared outside the department.
NEXTCLOUD FOR GOVERNMENT & PUBLIC SECTOR
Public service. Sovereign collaboration.
Give departments and partner organizations a governed environment for documents and teamwork.
Government & Public SectorFiles · Office · Talk
Who uses the workspace
Coordinate public work across clear institutional boundaries.
A policy draft, a joint project and an official record have different owners and approval paths. Design shared workspaces around who can see, change and release each document.
Interagency working groups
Bring relevant contributors into a workspace for a defined mandate. Set the membership, review schedule and end date before distributing working material.
Records and legal teams
Identify the final documents that must enter the formal records process. Define who hands them over and which metadata or approvals must accompany them.
IT, security and procurement
Specify hosting and backup locations, administrator access, incident responsibilities and support boundaries. Include restore and export evidence in the acceptance criteria.
A practical workflow
Take a joint document from draft to formal handover.
Set up the working group
Identify the institutions involved and the department that owns the source documents. Share only the agreed working material with the joint group.
Coordinate input on a draft
Assign a drafting owner, contributors and reviewers. Use supported document collaboration for working versions and agree where the approval decision is recorded.
Exchange a controlled document set
Define the recipient list, permitted access and expiry. Test whether a participant from each institution sees the intended documents and has the right level of access.
Hand over the approved result
Transfer final material to the designated records system. Review remaining access, document ownership and retention for the working files.
Nextcloud in practice
Tools for departmental and interagency work.
Official Nextcloud screens with demonstration content.
Nextcloud Files
Organize working files by department, mandate or joint project.
Official product page ↗
Nextcloud Office
Prepare supported drafts and consolidate contributions from a working group.
Official product page ↗
Nextcloud Talk
Coordinate internal reviews and interagency meetings within the agreed scope.
Official product page ↗Security & Data Protection
Public accountability. Governed information.
Departments must collaborate without making every record public. Keep working documents, citizen information and external partner access within defined institutional responsibilities.
Nextcloud HubRole-based access
Separate departments, cases and authorized partners.
Data boundaries
Agree hosting location and administrator access.
Evidence
Configure audit logs and access reviews.
Service continuity
Test restoration and define operational responsibility.
In an interagency project
Share working documents by mandate.
Give each institution access to the documents required for a joint project. Keep source records restricted to their owning department. At project close, review who still needs access and transfer final documents into the designated records process.
Applicable requirements
Set the rules for your deployment.
- Privacy: ZZPL & GDPR. Citizen requests and personnel records contain personal data. Restrict access by responsibility, define lawful disclosure and retention, and document the roles of hosting and support providers. Serbia’s ZZPL and the EU GDPR have separate scopes. Serbian ZZPL ↗ · EU GDPR ↗
- Public-sector cybersecurity. Assess the institution’s obligations under Serbia’s Information Security Law, including applicable measures and incident procedures. EU public-administration requirements under NIS2 depend on scope and national implementation. RATEL: Information Security Law ↗
- Official records & archives. Align working folders with approved retention and archival procedures. A collaboration workspace does not replace an official registry, qualified electronic preservation or the required archival handover. State Archives: law ↗
Nextcloud security ↗ · Nextcloud compliance ↗ · Serbian Information Security Law (91/2025) ↗ · NIS2 scope ↗
YOUR PLATFORM. YOUR OPERATING MODEL.
Enterprise foundations.
Managed to your needs.
Choose who operates the platform. We define the deployment, responsibilities and support scope with you before implementation.
Nextcloud Enterprise
For organizations that want to run Nextcloud on their own or agreed private infrastructure.
- Architecture and Enterprise subscription planning
- Identity, storage and security integration
- Migration, configuration and administrator handover
- Support aligned with the selected subscription
Managed Nextcloud
For teams that want a defined operational service alongside their collaboration platform.
- Hosting location and access boundaries agreed with you
- Monitoring, maintenance and update responsibilities
- Backup and recovery scope with restoration checks
- User support, capacity reviews and service reporting
Proposed service scope. Hosting, subscription, response times, recovery objectives and pricing are confirmed in the written offer. Managed service is an operating model; it can include Nextcloud Enterprise.
QUESTIONS BEFORE YOU START
Clear expectations from day one.
How do we control access across departments or institutions?
Map departments, external institutions and project roles before creating shared workspaces. For example, a working group might receive access to a policy draft while the source records remain restricted to the department that owns them.
Test both permitted and denied access using accounts from each group. Agree who can invite users, review permissions and withdraw access when a mandate or assignment ends.
What should we specify about hosting and support?
Specify allowed locations for primary data and backups, and who may administer the platform or provide remote support. Include any procurement conditions that apply to subcontractors and service access.
Review the proposed architecture against those conditions before acceptance. Ask for a documented restore process, an export plan and a clear division of responsibilities between your team and the service provider.
How do retention, audit and official records fit in?
Identify which documents are working copies and which belong in your formal records process. Agree who owns retention decisions, what activity should be logged and who reviews that evidence.
Test a sample workflow from shared drafting to transfer into the designated records system. Confirm any additional controls required by your institution before using the workspace for official records.
Can we start with a limited rollout?
Start with one department or cross-institution workflow and define what the pilot must prove, such as sign-in, access boundaries, version history and restore procedures.
Agree the acceptance criteria before rollout. Use the results to decide what needs adjustment before adding users, larger datasets or more sensitive workflows.
Start with one workflow
Plan the pilot before you scale.
Discover
Choose one department or interagency workflow and define the participating roles.
Pilot
Test permitted and denied access, ownership of final files, a representative export and a restoration.
Roll out
Review the evidence against acceptance criteria before bringing more institutions or sensitive workflows into scope.
5 published references
CASE STUDIES & CUSTOMER STORIES
Case studies
Explore real deployments and the workflows behind them. Each example links to its original publisher.
Serbia · Parliament
National Assembly of the Republic of Serbia
The Assembly replaced a VPN- and SMB-based workflow with on-premises Nextcloud Files and Office. The published story describes controlled document sharing for MPs and staff while keeping data in Serbia.
Official case study · Published by NextcloudRead the Nextcloud story ↗Switzerland · City administration
City of Geneva
Geneva’s case examines the move from ownCloud to Nextcloud, its implementation process and the city’s requirements for digital sovereignty.
Official case study · Published by NextcloudRead the Nextcloud story ↗Germany · City administration
City of Stuttgart
The city introduced Nextcloud for document storage, sharing and joint editing, including exchange with external partners. The announcement states that information remains in the municipal data center.
Official deployment announcement · Published by NextcloudRead the official announcement (German) ↗Italy · Regional administration
Veneto Region
The regional administration migrated legacy document repositories while maintaining public access. Nextcloud runs on its own infrastructure and supports document management and collaboration with external entities.
Official case study · Published by Nextcloud · Partner: ITServicenetRead the Nextcloud story ↗Austria · Central government
Austria’s Federal Ministry — BMWET
The ministry modernized collaboration on its own infrastructure. The published case discusses the deployment process, data-control requirements and integration with the existing working environment.
Official case study · Published by NextcloudRead the Nextcloud story ↗These are external Nextcloud customer references or stories published by the named implementation providers. They are not presented as NATIVITY implementations. Related engineering examples are labelled separately; individual outcomes depend on the deployment.
