The administrative dossier: a problem of years, not pages

Anyone who works with the Public Administration knows it: an administrative case is not a document, it is a story. A public tender produces calls, specifications, clarifications, bids, commission minutes, appeals. An environmental or building permit accumulates applications, integrations, opinions from different bodies, services conferences, formal notices. A dispute with the Public Administration layers years of certified correspondence, expert reports and measures. The result is a dossier that grows over years, where the answer to a crucial question — what did we declare in 2023? which body issued that opinion? when does that deadline fall? — can cost days of searching.

This is exactly the kind of problem we built our document-intelligence platforms for.

What generative AI does on an administrative case

The first step is to make everything readable, truly everything: native PDFs, scans of protocols and stamps, certified emails with their digitally signed attachments (.p7m), photographed resolutions. Our extraction technology — the same we use for complex legal cases — combines multiple recognition engines with automatic fallback, so that even a degraded document or a handwritten note enters the case’s information assets.

On the digitised dossier, generative AI enables three capabilities that change daily work. The first is natural-language querying: “what reservations did the company raise during execution?” becomes a question the system answers in seconds, pointing to the exact documents the answer comes from. The second is chronological reconstruction: the AI orders the events of the case, links applications and responses, highlights terms and deadlines. The third is assisted production: preliminary-review reports, summaries for the procedure officer, briefs — generated as structured drafts that the official or professional refines.

The non-negotiable requirement: verifiability

In the administrative domain, wrong information is not an annoyance, it is a procedural defect. That is why in our systems every AI statement is anchored to its sources with a verified-citations mechanism: the reference is checked against the original text and, if no match is found, it is not presented. It is a component we consider so important that we have published it open source.

And the data that cannot leave?

Many administrations and many professionals working with the Public Administration have strict constraints on where data can be processed. The answer is not to give up AI, but to choose the right architecture: for these scenarios we design local AI solutions with open-weight models running on the body’s infrastructure, or hybrid architectures in which each piece of data is processed where the requirements allow.

Where to start

The path we propose always starts from a real case: we take a representative dossier, process it with our platforms and measure the result together — search times, quality of the answers, completeness of the document coverage. It is the most concrete way to assess the impact before any commitment. Our strategic advisory then supports the adoption, from regulatory aspects to staff training.

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Do you have an administrative case that has become unmanageable? Contact us: we will turn it into a case study.