Digital Refugee Records: Proposed Plan by Minister Strobl for Recording Refugees Digitally
The digitalization of the Common European Asylum System (GEAS) in Germany, particularly in the screening of newly arriving refugees, is an ongoing process that is yet to be fully completed. This transition is taking place against the backdrop of broader digital initiatives within the European Union (EU) that impact Germany's asylum procedures.
One such initiative is the EU's move towards enhanced digital border management systems, such as the Entry/Exit System (ESS), which is set to be introduced in October 2025. The ESS will automatically register travelers crossing external EU borders by collecting biometric data and travel details, aiming to streamline entry controls. However, it currently applies only to visa-exempt and short-stay travelers, not specifically asylum seekers.
Germany, like other EU member states, is supported by the European Union Agency for Asylum (EUAA) in digitalizing case management systems for asylum applications. Since March 2025, experts and interpreters have been deployed to assist member states, including Belgium and presumably Germany, in advancing digital case handling and information dissemination to applicants.
There is an increased interest in using AI and matching algorithms to improve the efficiency of reception, responsibility sharing, and integration of asylum seekers within Europe. Although these tools have been piloted in countries like Norway, the US, and Switzerland, their operationalization in Germany's screening of newcomers remains unclear.
Policy debates continue at the EU level regarding asylum reform implementation, which can influence procedural digitalization in member states including Germany. For example, plans to amend asylum regulations and introduce safe-country lists could impact access and screening procedures, potentially affecting how digital tools are applied in practice.
The Interior Minister of Baden-Württemberg, Thomas Strobl (CDU), advocates for digitalization of the procedures from the outset. However, his digitalization efforts have been criticized by Ralf Kusterer, the state chairman of the German Police Trade Union, as inadequate, with Kusterer stating that Strobl should have started digitalization initiatives earlier.
The implementation of GEAS requires new legal regulations and changes in administrative procedures. The initial registration of personal data (screening) plays a crucial role in local initial reception facilities. The IMK considers it important that the screening form is filled out digitally, and Strobl demands that digitalization be taken into account from the outset in implementing the GEAS.
The GEAS (General Approach on Asylum System) needs to be implemented in member states. The IMK wants the screening regulation for newly arriving refugees to be quickly digitally designed and implemented. In Baden-Württemberg, the State Ministry has introduced F13 as a bureaucratic replacement for ChatGPT and is now rolling it out statewide.
It is worth noting that many refugees file their first asylum application in Germany, making the initial registration of personal data important in the context of GEAS. There are problems with data exchange due to different systems used by the police and immigration authorities. To address this, the Interior Ministry of Baden-Württemberg is demanding access to EU databases for security checks during screening for immigration and initial reception authorities.
The idea behind GEAS is that migration can be controlled by securing the EU's external borders and fairly distributing refugees within the EU. The screening regulation provides for mandatory screening of newly arriving refugees in the first days, including name, date of birth, nationality, health control, vulnerability testing, asylum application status, and database query results.
In summary, Germany is benefiting from EU-level digital initiatives and expert support to advance digital asylum application processing. However, the system for fully digitalized screening of new refugees under the GEAS is still evolving. Current digital tools focus on border entry records and case management, while more advanced AI matching systems for reception and integration remain in pilot or early stages in Europe overall. Further digital progress is expected alongside the phased rollout of EU-wide systems like ESS in late 2025.
- The European Union (EU) is currently implementing various digital initiatives, such as the Entry/Exit System (ESS), which aims to streamline entry controls by collecting biometric data and travel details of travelers.
- Germany, with the support of the European Union Agency for Asylum (EUAA), is also digitizing case management systems for asylum applications, with the initial registration of personal data (screening) playing a crucial role in this process.
