Georg Stage

Secure navigation of personal data for changing crews

Since 1882, the Georg Stage School Ship has provided young people with a unique education - and experiences for life.

On board the ship, both students and permanent staff require careful handling of personal data. Georg Stage has therefore implemented a dedicated personnel management system that supports changing crews and ensures GDPR-compliant, secure data storage and archiving.

Chain reaction of administrative tasks

Every time a new expedition is planned, a chain reaction of administrative tasks starts for the Georg Stages secretariat. They receive student applications, create a waiting list, send confirmations and rejections. They keep track of the application process and communicate with applicants. They handle documents with health information, copies of passports and exam papers - and much, much more.

From application to diploma: A complete lifecycle

In other words, personally identifiable information is a big part of everyday life and it doesn't stop at the application process. During the course of the expedition, information is logged about the students' development, tests passed, and ongoing events that may occur along the way.

At the end of the expedition, students will receive a recommendation and a diploma, which they can also access by logging into the system.

In addition, there are hundreds of other correspondences and personally identifiable records. The entire lifecycle of each individual associated with the ship must be managed.

All administration in one system

Before Georg Stage got a digital system to handle all this, processes and information were handled manually. This also applied to information about the permanent crew, such as employment contracts, payslips and performance reviews.

With digitalisation, all administrative work and personal data is gathered in a single system developed by Illumi in close collaboration with Georg Stage. The system supports Georg Stage’s unique journey-based workflows, where applicants submit applications and upload documentation directly. Emails, documents, and other information are managed within the system or accessed via personal logins, and all relevant data is recorded in personalised logbooks.

Secure handling of personal data

Every single relevant event about a given person who is an applicant, student or employee at Georg Stage is registered and handled via the system. Naturally, this requires very tight control and authorisation, so that you only have access to see or do what is relevant to the individual user. The solution takes all this into account.

A design in line with the Georg Stages brand

But technology is not everything. That is why we also developed the solution in a graphic design that matches Georg Stage's other visual, digital identity and gives users an experience of a coherent brand. In this way, Georg Stage has a HR management system that is professional, user-friendly and in line with the overall brand.

Close co-operation was crucial

Even before the HR management system, Georg Stage's administrative staff had very clearly defined workflows. When Illumi and Georg Stage developed the system, Georg Stage's administration therefore contributed with indispensable domain knowledge of processes and workflows, while our task was to create a digital solution that reflected these, but with full control over GDPR. We did just that, and at the time of writing, the solution has had seven years at sea - still going strong.