AI-supported enterprise search: Efficient solutions for digital administration

Public administrations in Germany collect and process large amounts of data that are growing every day. AI-based search and analysis software allows this data to be accessed efficiently and information to be obtained quickly and accurately. Employees can find the documents they are looking for more quickly in their daily work processes, citizens receive answers on public portals or can have summaries created, while data protection is fully taken into account.

One example of such a digital helper is the intelligent chatbot iAssistant from IntraFind, which generates summaries from reports, administrative regulations or electronic files, stating the sources (no hallucinating). As an internal knowledge assistant, the iAssistant can support helpdesks in the telephone service for citizens with answers and enable self-services in the form of chatbots for citizens' enquiries or internal HR and IT enquiries. ‘This speeds up standard tasks, takes the pressure off employees and gives them the freedom to take on complex tasks. Due to digitalisation, many people are now used to fast services and want the same from their local authorities and offices,’ says Franz Kögl, CEO of IntraFind.

Defining meaningful use cases

IntraFind Software AG specialises in AI-based enterprise search. The Munich-based software manufacturer has been helping public authorities and companies to search, link and analyse structured and unstructured data from any system for over 20 years. IntraFind relies on AI and machine learning methods, including large AI language models (LLMs), natural language processing and generative AI.

‘One of the biggest challenges in the digitalisation of public services is getting started with the actual implementation. Many authorities are faced with the question of where and how they should start and in what form they are even allowed to use artificial intelligence. It is crucial to define meaningful use cases that offer real added value and remain within a safe framework,’ says Kögl.

Using the expertise of professionals

The next challenge is the implementation itself. ‘For administrations that want to digitalise quickly and with a focus on quality at calculable costs, it is advisable not to develop solutions themselves, but to rely on established providers with expertise and tried-and-tested technologies,’ says Kögl. Especially in the field of chatbots and artificial intelligence, there are German solutions that are not only technologically mature, but also fulfil essential requirements such as the consideration of read and access rights, the avoidance of hallucinations and the highest data security standards.

Kögl's advice to those responsible in the public sector: ‘Have the courage to start with small, clearly defined use cases instead of waiting for the perfect solution. Digitalisation doesn't have to be a mammoth project. Targeted, pragmatic steps often lead to noticeable improvements. Rely on the expertise of professionals. The AI market in particular is developing rapidly and it is almost impossible to keep track of all the new models and technologies. Specialised providers have their finger on the pulse, know the latest developments and can objectively assess which AI models and technologies are best suited to your specific use case.’