Use Case · Public Sector
Records Management
& Case Administration
Audit-proof electronic case files with automatic document filing, bring-forwards and case tracking. Every document instantly findable, every case fully traceable.
Why Records Management Is a Lever
20-30% of working time is spent searching
Public administration works in cases. Every application, every permit, every complaint is a case with a file. That file must contain everything: application, supporting evidence, opinions, decisions. Traceable, audit-proof, retrievable at any time.
In practice, the file is fragmented. Part in the DMS, part in the line-of-business system, part in the email inbox, part in the filing cabinet. When three caseworkers handle the same case, each has a different version. Bring-forwards are stuck to the screen as sticky notes; if the caseworker falls ill, nobody sees them.
Covering for a colleague on an unfamiliar case: 30-60 minutes to get up to speed. Scattered documents, unclear status, no bring-forwards. This is not a DMS problem, it is a filing and workflow problem.
How the Process Changes
Before / After
per case when covering for a colleague
The Solution in Detail
How We Automate Records Management
01
Automatic Document Filing
The AI agent files every incoming document to the correct case, based on content, sender, case reference or context analysis. Even without a case reference, via name, address or subject matching.
NLP-based document analysis. Matching against open cases in line-of-business systems and DMS. Fuzzy matching on incomplete references. Suggestion list on ambiguity. New cases created automatically.
02
Structured Electronic Case File
Every document is filed in the correct section, with the correct metadata, in the correct order. The file is always complete, always current, and accessible to all authorised staff.
Integration with EDRM/DMS platforms. Automatic classification by document type. Metadata enrichment. Versioning and audit trail. Role-based access.
03
Automatic Bring-Forwards & Deadline Monitoring
Bring-forwards are managed systemically, visible to all authorised staff, with automatic reminders and escalation. No sticky notes, no Outlook, no forgetting.
04
Case Tracking & Dashboard
Central dashboard for all cases: status, deadlines, ownership, next steps. Cover staff see the current position immediately. Team leads see workload. Audits become a non-event.
Power App as dashboard. Real-time status per case, caseworker, team. Filterable views. KPIs: turnaround time, open cases, deadline compliance. Export for audits.
Results
What Records Management Automation Typically Delivers
80%
time
100%
records
0
bring-forwards
5 min
covering (previously 60)
Records management is the infrastructure on which everything else is built. Application processing, permits, citizen communication: everything works better when the file is right.
You May Also Be Interested In
Related Use Cases
Application Processing & Decision Notices
Every application becomes a case. Automatic records management makes application processing faster and more traceable.
Permit Procedures
6-12 parties involved require seamless records management. All opinions automatically filed to the case.
Document Processing & Mail Room
The entry point: all documents classified and automatically filed to the correct case.
Ready?
Across how many systems are your case files currently spread?
Let us look in 30 minutes at how automatic records management could work in your authority, with instant filing, systemic bring-forwards and a dashboard for everyone.
No sales pitch. Just an honest assessment.
120+ Clients. 100% Satisfaction. 7 months to Profitability.
WHAT YOU GET IN THE DISCOVERY CALL
Identify your best use cases
Based on your industry and process landscape
Calculate concrete ROI
In Euros, FTE equivalents and time savings
Show examples from your industry
Real results of comparable companies
Define timeline and next steps
Concrete roadmap, no vague promises