The Digitalisation Agenda of the Federal Foreign Office and German Immigration Offices

The immigration industry has been steadily embracing digitalisation, and this trend is expected to evolve even further as time progresses.

Throughout the past several years, many governments have transitioned their immigration applications online. Online forms are becoming increasingly sophisticated, guiding applicants through the process and allowing for uploads of necessary documents directly into the systems.

Governments have also started developing mobile applications to provide information and services to immigrants and travellers. These applications often include features such as visa information, local regulations, emergency contacts and real-time updates on application statuses.

The Digitalisation Agenda: A Vision for Efficiency and Accessibility

In an era where digital transformation is the driving force behind administrative efficiency and citizen convenience, government bodies worldwide are embracing innovative technologies to streamline their processes.

Germany, known for its meticulous planning and efficiency, is no exception. One of the areas where the digital revolution is making a significant impact is at the Federal Foreign Office. This blog explores the Digitalisation Agenda of the Federal Foreign Office, focusing on how online portals of German immigration authorities are reshaping the immigration landscape.

The Digitalisation Agenda of the Federal Foreign Office is a comprehensive strategy aimed at enhancing operational efficiency, ensuring data security and providing accessible services to both German citizens and foreign nationals. By utilizing modern technologies, the German government seeks to transform bureaucratic processes into user-friendly, transparent and swift experiences.

The Consular Services Portal

An illustrative example of the Digitalisation Agenda of the Federal Foreign Office in practice is the launch of a digital platform for passport renewals, visa applications and emergency assistance services for travellers – the Consular Services Portal (“Das Auslandsportal”).

During the ongoing pilot phase, online applications only for certain visa types are available on the Portal and only at selected German missions. In the testing period, the Federal Foreign Office has focused on qualified professionals, which allows for a better response to the requirements of the Immigration Act for Skilled Workers.

Thus, currently, the Portal allows for applications for a visa based on the EU Blue Card, a visa for skilled workers with an academic degree, a visa for skilled workers with professional training as well as for a visa for IT specialists. Online services will gradually expand to other German missions and visa types.

Applicants enjoy clear advantages when using the online services of the Consular Services Portal. First, uploaded documents will be checked, and any queries or uncertainties will be clarified in advance with the German mission to ensure that the applicant is well-prepared for the in-person appointment. Second, the Portal provides real-time updates on application status. Third, the user account and the processing of data are subject to strict security requirements, which ensure secure communication with the respective German mission – contrary to unencrypted e-mails. One more important feature is that one can easily access the Consular Services Portal on any PC, tablet, or smartphone.

Although applying for services on the Consular Services Portal is quite convenient, an online document submission is only the first step of the application process; further steps remain in place.

An applicant still needs to attend an in-person appointment at the relevant German mission as passports and visas require the submission of biometric data (fingerprints). Depending on the mission, there may be a long waiting time for a free appointment – there are no advantages for online applicants in terms of appointment scheduling. Second, even though one has uploaded the required documents on the Portal, one is still required to present some original documents at the in-person appointment. Third, the Portal currently does not support online payment of application processing fees – applicants must pay fees on-site. Finally, the Consular Services Portal is currently available only in German and English languages, which may be an issue for some applicants.

Portals of German Immigration Offices: Bureaucracy versus Digital Progress

Another step taken by the German government towards digitalisation is enhancing internal and external communication through secure digital platforms, such as online application portals of immigration offices.

Such portals have been created within the last couple of years by the immigration offices in Berlin, Munich, Frankfurt, Cologne, Nuremberg and Bad Homburg to help resolve a backlog of immigration applications and streamline immigration processing.

Previously, applicants were required to submit all kinds of immigration applications and queries in an old-fashioned and inefficient way – via mail or email. As a result, many German immigration offices were overwhelmed with emails. Also, in terms of data privacy, communicating through unencrypted emails was quite risky since personally identifiable information had the potential to be leaked.

The existing online portals of immigration offices allow for electronic submission of immigration applications for a variety of permit types such as work permits, family reunion permits, student permits, permanent residence permits, fast-track applications for skilled workers, etc.

Filing applications via online portals has several advantages. Information on the required documents is available directly on the portals, which makes it easier for the applicant to prepare and upload a complete application package to avoid unnecessary delays in processing. Also, online portals ensure efficient, secure and centralized document management, which reduces the risk of document loss.

Some portals save applicants’ data for further applications after an account has been created so that one needs to fill in personal data only once. No need for concerns in terms of data security and privacy – digitalisation does not compromise data security but enhances it. The portals of German immigration offices adhere to stringent data protection standards ensuring that sensitive information is encrypted and stored securely.

Criticisms of Online Portals

Although Germany has made significant strides in digitalising its immigration services, the online portals of immigration offices are often criticized for being not user-friendly and efficient enough in terms of user interface and navigation.

Some of these portals offer a limited number of online services; for instance, one can apply for the most common permit types, but when it comes to an extraordinary case, one needs to either apply under the general contact form, if available, or look for alternative ways of application submission.

Also, due to the vague wording of service categories, it is not always easy to understand under which permit category one needs to apply for a specific permit type. Sometimes several service categories may be applicable to the same application, and it is not clear which category to choose. The application submitted under the wrong category may be returned after a couple of months past submission or even get lost.

Another critique is that the portals of some immigration offices are available in only in German, which may become an issue for many newly arrived immigrants who do not speak German. While some portals allow for an application filing without a registration, others do require a registration and, in some cases, an on-site account activation by the local town hall. Also, when submitting applications via the online portals, strict rules in terms of document format, name, and size must be followed.

Applicants often criticise the fact that some online portals do not generate any confirmation of application filing. Although a foreign national keeps his or her immigration status in Germany after the application has been filed with the responsible immigration office in a timely manner and until this application has been decided upon, many applicants feel uncomfortable residing in a foreign country without a valid permit and/or a confirmation of application filing, especially in cases where the processing takes several months or even years.

Also, online portals of immigration offices are not helpful for applicants in terms of management of their immigration processes – the portals are designed solely for application submission. In most cases, they do not provide real-time updates on application status. Should any additional documents be required for the application processing, the officer in charge may ask the applicant to submit them via email or fax, which discredits the idea of a portal for online application submission.

Finally, the online application filing via a portal does not necessarily facilitate the granting of a fingerprinting appointment at the immigration office. For instance, the application processing time at the chronically stretched immigration office in Nuremberg may take from six months to two years despite the online application submission.

The Road Ahead: Continuous Innovation and Inclusivity

The Digitalisation Agenda of the Federal Foreign Office exemplifies the government’s dedication to creating a modern and efficient bureaucracy. However, complex regulations and lengthy approval processes slow down the implementation of digital initiatives.

To further enhance the efficiency and transparency of immigration processes, these need to be subject to a more comprehensive approach towards digitalisation, starting with the experience of the end user is essential to make the immigration process less daunting for new migrants.

Technology adoption must be about meeting the applicants’ needs – pivoting existing processes to user-centric digital experiences, and then adopting the latest technologies that can deliver on those goals. These should be easy to use, with services and processes that are intuitive and accessible. The processes should also be fair and transparent, so applicants know the status of their files as they progress.

Germany is currently at the beginning of its digitalisation journey, and the German government is actively working to address the challenges that come along the way. Digitalisation is a complex process that requires continuous efforts to adapt new technologies to societal needs. A successful digital transformation can make Germany’s immigration system world-class.

Need to know more?

For questions, please contact Manager Anastasia Shutova at [email protected].

This blog was published on 18 October 2023, and due to the circumstances, there are frequent changes. To keep up to date with all the latest updates on global immigration, please subscribe to our alerts and follow us on LinkedIn, X, Facebook and Instagram.