CASE STUDY

AI makes it easy to do the right thing in municipal information management

If the business is complex, the information management often becomes so too. This is especially true in municipalities. There, it is often either too easy to do wrong, or too difficult to do right. Ekan helped one of Sweden's larger urban municipalities to streamline and improve its handling of documents and cases through new working methods supported by an AI RAG model.

The customer

The municipality is a growing and forward-looking municipality with a mix of urban pulse, natural areas and a vibrant business sector. The focus is on sustainable development, innovation and an inclusive society where people and businesses can thrive and develop. With a strategic location in Sweden's demographic center, Örebro is a central hub for both education, trade and culture.

The customer's challenge

Municipalities are informationally complex operations. It is often either too easy to do wrong, or too difficult to do right. Even municipalities that have done their homework with classification structures and information management plans face challenges in that users often do not know which process or action type to choose, which leads to inefficient management and increased administrative burden for registrars.

Ekan Management was engaged to help the municipality:

• Streamline information management through employee-centric AI-driven automation.
• Make it easier for users to choose the right process and action type.
• Create a more structured and forward-thinking work methodology, where information is classified correctly from the start.

Our solution

Ekan developed an AI prototype that uses trained language models such as:

1. Automatically classifies documents based on content and context, thereby helping the user choose the right process and action type.
2. Offers an interactive AI chat that guides users to the right process and action type through a dialogue.

The solution is based on a classification structure and an information management plan, where each case is linked to the correct process and each document is linked to the correct process and action type.

To create a seamless information management process, the AI tool will be integrated with an upcoming case management system. It will enable automated and efficient management where documents and cases are classified directly upon registration and follow a structured process all the way from initiation to archiving.

Results

With the AI tool integrated with upcoming case management systems:

1. Reduces manual work by having AI classify documents automatically.

2. Increases the quality of information management through better structure and fewer misclassifications.

3.Improving the user experience through an AI chat that guides users through process choices.

4.Improves traceability and archiving by linking the right documents to the right process.