Government institutions have the responsibility of spending taxpayer money responsibly and efficiently.
According to Smart Cities Dive, an outlet that covers topics such as transportation, building & infrastructure, governance, tech & data, and more, shares in a recent survey,
“Over half of the survey respondents reported their agency plans to upgrade systems by 2025, with 49% reporting that their agency has adopted or aims to adopt emerging technologies such as AI and automation.”
The Problem: Manually Sorting Through Documents
Government institutions and organizations constantly need to search through documents. Many of which have been done by hand for far too long. For example, a large organization may have hundreds of distinct databases to search through when looking for a particular document. These organizations are hassled by the need to quickly search public records, approvals, and more across numerous data sources. The entire process must be digitized by adapting modern-day knowledge management practices to quicken searching and finding.
Knowledge management solutions, like Mindbreeze InSpire, can convert documents to insights and extract relevant information from the appropriate content straight to the necessary department. The increased demand for search also creates a need for more accurate search.
Accurate Search Across Massive Amounts of Data
AI-powered knowledge management solutions provide a searchable index and regularly assess the needs of individuals based on their specific search profiles. Insight Engines use analytical intelligence and enterprise search technology to help large and small governments and entities ensure their employees have a productive way to track relevant material. Solutions offer public and private agencies a way to index and retrieve documents, records, and other items to simplify this. Technology helps automate document storage and retrieval by digitally transforming all records.
Policy is developed and implemented through various government institutions at the federal, state, and municipal levels. All government agencies are required to maintain records on file for a certain period of time. Because the types of documentation expand so far and wide, massive amounts of documents are processed daily across multiple departments, offices, and agencies. The volume of public records and search terms are so significant that AI-driven search is becoming critical to provide information and meet expectations for speed, transparency, and compliance.
To reiterate, branches of government access requirements span from citizen feedback to public records, business license applications, and much more. The influx of documents and data from various sources, including government websites, departments, applications, and databases, has forced the industry to find more efficient ways to search for information. These disparate sources must include a searchable index so employees can easily find what they want. When government agencies deal with large volumes of structured and unstructured data daily, Insight Engines provide an easy-to-use solution to illuminate accurate and relevant information – providing knowledge and pertinent material straight to the worker.
Departments of Transportation as a Prime Example
For government institutions across the globe, intelligent search is an integral part of their operations, including but not limited to Departments of Transportation.
Injuries and accidents happen every day on our streets. If someone feels their problem was caused by department negligence or faulty infrastructure, a citizen may attempt to sue the city. However, if a city was never made aware of the condition, it may not be held responsible. To resolve the incident, the department needs to sort through claims and see if they were told about the issue and didn’t do anything about it. Manual document hunting is not viable as it wastes time and taxpayer money.
Solutions that digitize city transportation claims allow the government to search for something related to the occurrence – location, time, and specified condition. The file with the potential claim can be detected and brought to legal’s attention in remarkably minimal time.
My number one suggestion for government institutions to execute this process is to find a product that ties data sources together and creates a unified knowledge base – benefiting the taxpayer, worker, and the entire institution.