Automated Document Management - AI in the Public Sector

Automated document management system for the Cordoba municipality (Spain). 3x faster document processing - freeing up the time of office workers and increasing citizens' satisfaction.

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Background

Automation Is Key

The rapid growth in the amount of newly generated data makes it harder and harder to manage. Document management is as crucial for private enterprises as it is for the public sector. The amount of data that each government (both general and local) needs to store about each citizen is growing every minute.

Our client from Cordoba municipality in Spain asked us to create a document management system that would optimize the business processes for its staff and the citizens.

 

Reduce the time needed for document processing to free up staff’s time and reduce labour costs.

Safe AI-based document management system, making the process up to 3x faster for selected cases.

Value Delivered

Up To 3x Faster Process

The solution allowed to make document processing up to 3x faster for selected cases.

Human Error Reduction

The system allows to track errors more efficiently, preventing costly errors made by the staff.

Security Enhancement

Automatically detecting and protecting sensitive information, preventing unauthorized access.

Business Problem

The rapid growth in the amount of newly generated data makes it harder and harder to manage. Document management is as crucial for private enterprises as it is for the public sector. The amount of data that each government (both general and local) needs to store about each citizen is growing every minute. 

Those growing numbers drastically affect how we manage the data, as traditional document management solutions cannot keep up with it. On the other hand, there is a need for data to be more widely available in the public sector, so the citizens don’t have to bring the same document to two different offices, and the duplication of effort can be prevented.

Our client from Cordoba municipality in Spain asked us to create a document management system that would optimize the business processes for its staff and the citizens.

Value Delivered

The solution did not only cut down on the time, but also allowed to make improvements to:

  • Security enhancement – automatically detecting and protecting sensitive information. Prevention from unauthorized access. 
  • Compliance with legal requirements – automatic compliance with GDPR requirements.
  • Cost reduction – automated document processing and automated data extraction reduced human labor costs.
  • Human Error Reduction
  • Improved data quality – data quality is higher because the system automatically detects any inconsistencies or shortages.
  • Transparency – digitizing documents means the possibility of broader access.
  • Streamlined document preparation – the system can automatically generate formats of documents or ask employees for specific information that is needed, while automatically filling out those that can already be found in the system.
  • Optimization of processes – streamlined processes that previously took days now it can take minutes. This reduces the time of an individual employer by hours or days per task. 
  • Organization of documents – the system makes it easier to keep records organized and allow every employee to find the right form within seconds, no matter where they are.
  • Complete traceability – activity log of every user is collected, and the audit logs for each document.
 

Solution

We implemented the solution in three areas of document management: 

  1. Classification and processing
  2. Data extraction
  3. Advanced Security
 

Classification & Processing

When it comes to understanding documentation by the machines, the most complicated part is the unstructured data. With document texts like .docx, the challenge for the machine is to understand what is the meaning of text. But with unstructured data such as PDFs, audio files, printed or handwritten text, it firstly has to find where the text actually is and what it is. 
 
That is where the OCR (Optical Character Recognition) technique is being used. The first part of it is text detection, where the textual part within the image is determined. The localization of the text is crucial for the second part – text recognition, where the text is extracted from the image. Using these techniques together is how you can extract text from any image.
 
Our next step was therefore to teach the machine to recognize text inside images and convert it into an electronic form.
 

Data Extraction

A big problem with document organization is there are many forms of communications: emails, phone calls, text messages, letters, etc. It does not come as a formatted database. It takes a lot of time to organize all this information and pull out the knowledge one needs. But AI manages to pull that information within seconds. The technique of data extraction is called named entity extraction. Training a model consisted of three main steps: 
  1. DATASET PREPARATION: at the beginning, we had to identify, integrate, and prepare the data for learning. We created a dataset containing text documents, which was loaded, and a basic pre-processing was performed. Later the dataset was split into train sets (on which the machine learns) and validation sets (used to evaluate if the learning process was successful). 
  2. FEATURE ENGINEERING: The raw dataset was transformed into flat features that were later used in the machine learning model. 
  3. MODEL TRAINING: The machine learning model was trained on a labeled dataset. The validation sets were then used to check how accurately the model classified text.
 

Advanced Security

Our AI-powered system can enhance the security and protect citizens’ data. 

It can easily detect personal identifying information (PII). The automatic classification and processing allow all the documents to be in secured locations.

We Care About Security And Privacy

Data Security & Compliance

We have been trusted to work with sensitive personal and government data

Our infrastructure runs on separate virtual private clouds, and the data is encrypted in rest and transit. We use devices with the increased safety standard, VPNs, and conduct frequent internal security audits, adhering to ISO/IEC 27000

Our employees sign additional NDAs for every new project.

Each new employee goes through the security & compliance training, adhering to ISO/IEC 13335-1:2004 standards. Furthermore, our employees sign additional internal NDAs for every new project they participate in.

We care about security and privacy. That’s why we always use encryption, work only on devices with the increased safety standard, and ensure that each team member is fully aware of the best practices in this field.

Conclusion

With the help of AI solutions we helped our client’s organization to create a Document Management System, which can automatically classify documents and process documents and extract data from them. This allowed our client to cut human labor costs, as the employees now spend seconds or minutes rather than hours or days looking for information and preparing documentations. Additionally, the security of documents has been enhanced.

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Automated document management system for the Cordoba municipality (Spain). 3x faster document processing – freeing up the time of office workers and increasing citizens’ satisfaction.

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