Fednot supports notaries safely and smoothly in the digital age
Fednot, the federation of notaries in Belgium, plays a crucial role in supporting notary offices in legal, administrative, and technological matters. With over 1,100 offices, 1,754 notaries, and nearly 10,000 employees, digitalization is indispensable for optimizing efficiency and service delivery.
IT forms the foundation: without reliable IT platforms and smart applications, notaries simply cannot perform their work. Fednot positions itself as a pioneer in IT innovation. Examples include Izimi, an ultra-secure digital safe, and Biddit, a digital bidding platform revolutionizing the real estate market.
To tackle the challenges of rapid digitalization, Fednot focuses on standardization, automation, and strategic partnerships. Spotit is a reliable and trusted partner helping realize these ambitions. Program Manager Vincent Arijs shares how this collaboration leads to tangible results and innovative solutions.

More time for clients thanks to digital innovation
Digitalization and innovation are at the heart of Fednot’s strategy. The ICT department, with over 100 specialists from diverse fields, develops and manages IT solutions that support notaries in their daily work. Fednot currently offers nearly 50 custom tools for notary offices, aimed at dematerialization and administrative simplification.
This digital transformation ensures smoother and more efficient interactions between notary offices and government administrations. It enables notaries to fulfill their core mission: advising clients during key moments in their lives.
“All notary offices rely on the applications and tools every day,” says Vincent Arijs. “They expect not only that everything works at all times but also that we respond flexibly to their evolving needs. This demands an IT department that can quickly adapt without compromising quality.”
Ensuring 24/7 operational availability and accessible applications is crucial for us. This requires a reliable IT platform, a high-performing network, and clear processes. We work on this with precision every day—nothing is left to chance.
Focusing on standardization: simplicity and efficiency as the foundation
The need to respond quickly to new and changing business requirements demands an agile IT environment. This is not always straightforward. How does Fednot tackle this? “We have fully committed to simplification, standardization, and automation, always with maximum security,” explains Vincent Arijs.
Standardization is one of the core pillars of Fednot’s IT strategy. “In practical terms, this means using fewer IT tools but making optimal use of the ones we do deploy,” says Arijs. “We’ve developed an IT blueprint: a standardized environment where new solutions can be quickly and efficiently set up and rolled out, with solid security as the foundation. Over time, we aim to reduce the number of applications and integrate them better. Fewer tools but more coherence—that’s where the real added value lies for our users.”
This approach extends to partnerships as well. “We have deliberately chosen fewer suppliers but to work with partners who deeply understand our organization and genuinely help us move forward. With spotit, we have such a relationship. We can have in-depth technological discussions and get exactly the support we need,” Arijs emphasizes.
We know we cannot master all aspects of technology, so we expect our partners to guide and support us with the expertise we lack. We deliberately choose fewer suppliers but invest in long-term partnerships with those we select.
Automation: working smarter
Automation is also a key element in modernizing IT processes. One example within Fednot’s IT department is infrastructure-as-code. This approach enables automated configuration using reusable templates, allowing systems to be deployed much faster.
“This not only saves significant time but also gives us space to explore new technologies, such as AI,” says Vincent Arijs.

Security without compromise
In a sector dealing with highly sensitive data, robust security is an absolute priority. “At Fednot, we meet the highest safety standards,” says Arijs. “This means no one and nothing is trusted by default, and every access is strictly controlled. It’s a delicate balance between security and user-friendliness, but in our sector, it’s an absolute necessity.”
Seamless migration with minimal user impact
One of the biggest challenges this year was upgrading the SDN data center network, a critical component of Fednot’s IT infrastructure. Since Fednot manages critical applications for all notaries in Belgium, it was essential to devise a migration plan that minimized downtime.
Jorne Bauweraerts, an engineer at spotit who was closely involved in the project, explains:
“Fednot needed to renew their SDN data center infrastructure, based on Cisco ACI. They operate three data centers in an ACI multi-pod setup. All leaf and spine switches were due for replacement as they were end-of-life, as were their ACI controllers (APIC cluster).”
The entire migration proceeded exceptionally smoothly, much to the satisfaction of Vincent Arijs: “The migration of the data center network was successfully executed. This was no easy task. The project was technically complex and had to align with numerous ongoing interventions. Moreover, the rollout largely took place outside working hours to ensure operational continuity. I would like to highlight the tremendous flexibility of the spotit team.”
The spotit team brought not only strong technical expertise but also exceptional flexibility. They seamlessly aligned with our planning and ensured that the impact on our operations was minimized.
A sustainable partnership
“For Fednot, this collaboration is more than a one-time success,” emphasizes Vincent Arijs. “Spotit has been a trusted partner for us for many years. We can count on a team with the right people, strong competencies, and in-depth technical know-how. They have repeatedly proven that they not only have the necessary technical expertise but also the flexibility and vision to grow alongside us.”
The flexibility they demonstrate at spotit is a significant added value for us. They are alert and quick to respond.
A strong foundation for the future
With the renewed network, Fednot is ready to face future challenges. Additionally, the new infrastructure offers extra possibilities in Application-Centric Infrastructure (ACI). Vincent Arijs explains: “This aligns perfectly with our strategy to further automate wherever possible. We want to take steps forward in this but always in a controlled manner. We are currently testing ACI in a pilot environment and analyzing the results. If the conclusions are positive, we will roll out this technology further.”
In addition, Fednot’s roadmap includes optimizing monitoring and logging processes. The goal is to closely monitor the performance of both the network and applications and make adjustments where necessary. In order to move toward a proactive support model.
Cybersecurity remains a spearhead as well. “Security is a continuous process for us,” says Arijs. “For the coming year, we have several projects on the agenda to further enhance our maturity. Cybersecurity remains an absolute priority.”
The future undoubtedly brings new challenges, but with a clear vision and strong partners like spotit, Fednot has laid a solid foundation to tackle them successfully.
Lessons learned
Standardization and Automation
“Focus as much as possible on standardization and automation in technology. This allows you to respond more quickly and efficiently to the needs of both the business and customers.”
Lessons learned
Work with Reliable Partners
“Choose partners who give you peace of mind when implementing and rolling out new technologies. Good partners not only provide technical expertise but also deliver clear added value, both within and beyond the IT department.”
Plan Realistically and Manage Expectations
“Take the time to plan your projects thoroughly. Tasks often take longer than expected, especially when multiple projects run in parallel. Aligning these efforts is a challenge. Additionally, it is crucial to be realistic about your expectations and communicate them clearly.”
Who is Fednot?
Fednot supports notary offices in Belgium in various areas: legal advice, office management, IT solutions, training, and information for the general public. Its network includes 1,113 offices, 1,754 notaries, and 9,760 employees.
One of Fednot’s key responsibilities is guiding notaries in their digital transformation. With around 50 applications, Fednot helps streamline and simplify administrative processes. In addition, Fednot develops innovative solutions, such as Izimi, an ultra-secure digital safe for all Belgian citizens. This application provides a secure space for managing documents and transferring them with complete confidence.
Questions about this project?
Are you also looking for a partner to take your cyber security and networking to the next level?