AI knowledge base for municipal administrations and municipal officeswhen you are asked about the 2018 resolution or the building file.

Official decisions, building files, meeting documents, contracts and correspondence with citizens and authorities in one place, every piece of information with its source. Who sees what depends on document type and role — the minutes of a closed session are simply not the minutes that are open for inspection under the municipal code. Whether your filing, mailbox and records management system can be connected, we check before we start; whether the answers hold up, you check in a demo.

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Everyday question

“What did the municipal council decide on the traffic concept in 2018, and with what voting result?”

The answer is in

Minutes of the meeting · extract of the resolution

1 Source in one click

Day to day

Sound familiar?

The neighbour comes in during public office hours and wants to inspect the building file for the 2016 extension. The file is downstairs in the archive, in three binders, and the colleague who kept it has retired.
The mayor calls an hour before the meeting: what did the municipal council decide on the traffic concept in 2018? The minutes are filed by year, and nobody remembers which agenda item it was.
The summer intern is looking for an official decision on the network drive and suddenly finds herself in the folder with the personnel files.

Tuesday at seven, the excavator is already there: while connecting the sewer for the extension in the lower village, the municipal works depot hits a water pipe that is not marked on the plan. The head of the municipal office is on the phone. The utility register is a PDF in a folder on the network drive, next to an older version with almost the same file name. The water rights decision for the local water supply dates from the nineties and is filed downstairs in the archive, in a binder whose spine someone labelled in pencil. The permit for the house connection from back then is in the building file, but under the name of the previous owner — nobody finds it under today’s address. The excavator stands idle, and the builder logs the downtime.

Statements as they come up day to day in this industry.

Example questions

Questions from your day-to-day work

Three questions as they come up day to day, and the document in which the answer should be found. Whether and how well the answer comes with its source, you check in a demo with your own documents.

“What did the municipal council decide on the traffic concept in 2018, and with what voting result?”
1 Minutes of the meeting · extract of the resolution
“Which conditions are in the building permit for the extension on this plot, and has completion been notified?”
2 Building permit · building file · notice of completion
“For this request for information: which documents belong to it, and by when must it be answered?”
3 Procedural file · deadline under the Freedom of Information Act

Documents

The documents that matter to you

Official decisions and procedural files under the AVG (General Administrative Procedure Act) — submissions and applications, minutes, file notes, findings, plus the proofs of service under the Service of Documents Act (Zustellgesetz)
Building files for each plot — application documents, minutes of the building hearing, building permit and the notice of completion as required by your regional building code
Meeting documents — agendas, motions, minutes and resolutions of the municipal council (in Vorarlberg and Salzburg, the Gemeindevertretung); kept separately, the documents of the closed sessions of the municipal executive board, town council and committees
Local spatial planning documents — zoning plan, development plan and local development concept, including the comments from the public consultation
Budget documents under the VRV 2015 (Austrian regulation on public budgeting and accounting) — budget estimate, annual accounts including the operating statement and cash flow statement, and the medium-term financial plan
Procurement documents — invitation to tender, bids and award record, plus the documentation the Federal Procurement Act (Bundesvergabegesetz) requires even for a direct award
Contracts and documents on the municipality’s own buildings, facilities and land — water and sewerage, lease and maintenance contracts, utility and sewer registers, water rights decisions and test reports
Correspondence with citizens, the regional government, the district authority (Bezirkshauptmannschaft) and associations, plus requests for information under the Freedom of Information Act (Informationsfreiheitsgesetz) and the replies to them

Integrations

Connecting your systems

Your system stays as it is. Whether and how a connection is possible, we check before we start — until then, you simply upload documents.

View all integrations

Pricing

What it costs

Basic package

from€500/ month

One-off setup €2,900 · net

A flat fee per company. Everyone in your firm may ask — the front office just as much as the professionals, no per-head licence. Whether a connection to your system is possible, we check before we start; one-click connections are included in the setup, others are billed by effort, and what they cost is fixed beforehand.

At the kickoff we record twenty questions that the acceptance is based on.At the kickoff we agree on twenty questions together – along with the documents the answer should come from. At acceptance we go through them together and look at what the system does with them. What follows from that is set out in the offer.

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Getting started

Where you start

Start with the meeting documents of recent years — agendas, minutes, resolutions — because they are asked about often, and you can decide straight away what counts as a public and what as a closed session. In the demo you ask about resolutions whose content you know, and check the sources. The building files follow year by year, scanned from the archive, sensibly starting with the plots where building is currently under way. Leave personnel files out deliberately at the start and add them only once the roles are in place.

FAQ

Frequently asked questions

Our building files are in binders in the basement, some as copies. How do they get in?

Scanned, by year or by plot. Pages without a text layer are processed with text recognition (OCR) in your instance, and you can upload whole folders at once. The system suggests plot, applicant and date; how well that works with old copies and with binders whose spine still shows the previous owner’s name, you check in a demo with one building file. A person has to confirm whether it is, say, a building permit or the minutes of a building hearing, because that determines who gets to see it later.

After the municipal election, half the council changes. How do we switch the access over?

Via roles, not individual files: you assign a person to their function, and what that function may see is set for each document type. Anyone who leaves has the role withdrawn, without anyone having to update meeting by meeting. Anyone without approval does not get the content. In a demo you can try out with a restricted role what comes back to a question about a closed session.

Can the system write the reply to a request for information for us?

It can compile what is filed in the office on the matter, with a source for each document, and create a draft from it — as a Word file or as an email draft. You can query the date the request was received if it is filed; the system does not calculate the deadline and does not monitor it either. Whether a document is to be released, or a passage in it redacted, is decided by the competent body, not by the system. And nothing is sent automatically: whatever goes out is still read and signed by someone in the office.

The audit committee asks for the documents on a direct award from 2019. What happens if the award record is missing?

If the system finds no award record, it says so — and you can ask what there is on the matter: the bid, the invoice, an email to the company, the resolution that approved the project. The system does not create a record. That way you see early on where something is missing, instead of finding out in the committee meeting.

Our head of office works for two municipalities. Do the records stay separate?

Yes. Each municipality gets its own instance; there is no shared pool answering across both, and anyone who works in both offices has their own role in each instance. Documents of an association — water, wastewater, civil registry — are held where the association keeps them; what your municipality has on file about them is in your records. Billing is a flat fee per municipality, not based on the number of staff.

Guides

Request a demo — with examples from Municipal administrations

In thirty minutes by video we show you, using examples from your industry, how questions are answered and what the source for each answer looks like. You do not need your own documents for this.