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CASE STUDY
AI-Powered Document Management
This collaboration with Microsoft and Leksand Municipality is a testament to the power of AI in transforming public sector operations. By integrating Azure GPT4 and our expertise at Holisticon Insight (Nexer Insight), we’ve created a system that enhances document management efficiency and sets a precedent for future AI applications in governance. The success in Leksand is a stepping stone towards our commitment to innovative, responsible AI solutions in the public sector. This project underscores Holisticon Insight’s (Nexer Insight) dedication to leveraging technology for societal advancement and efficient governance.
BACKGROUND
Nestled in the heart of Dalarna County, central Sweden, Leksand Municipality spans 1,412 square kilometres and serves an approximate population of 16,000 residents. Managing numerous governing documents, including regulations, policies, and procedures, posed a significant challenge for the municipality.
With over 150 documents in circulation, maintaining their accuracy and coherence proved to be a daunting task. The manual document management process, riddled with occasional inefficiencies, resulted in unnoticed changes, discrepancies, and ambiguities. Recognising the need for innovative solutions, Leksand embarked on an exploration of AI technology. The goal was clear: leverage AI to interact with and compare documents within the semantic context of the entire document base, thereby enhancing efficiency and accuracy in document management.
CHALLENGE
Implementing advanced retrieval methods was crucial to streamline the document comparison process while ensuring simplicity for end-users. By integrating a vector database with Azure GPT-4 (LLM), precise answers within the document base were guaranteed.
During the project, two primary challenges arose.
First, the team conducted elaborate document comparisons without prior experience, which required innovative solutions. Second, validating results posed a challenge due to the nature of the problem. However, the team addressed these obstacles by conducting detailed manual reviews of document information and engaging in iterative collaboration with the customer to address questions and corner cases.
Despite the intricate landscape of governmental regulations and the need for compliance with legal and ethical standards, the project received substantial support from Microsoft and Holisticon Insight (Nexer Insight). This collaborative effort underscored a shared commitment to advancing AI initiatives within the public sector.
SOLUTION
In collaboration with Microsoft, Holisticon Insight (Nexer Insight)’s technical team tailored AI technology to the municipality’s needs. Leveraging Azure solutions provided a robust framework that seamlessly aligned with the municipality’s IT environment, emphasising transparency and interpretability in AI decision-making processes to ensure accountability and regulatory compliance.
The technical solution comprised three containerised components: a frontend for user interaction and administrative tasks, a backend for processing, and a vector database for document storage. The user-friendly web application interface allowed users to query documents and perform comparisons, while the admin interface facilitated the upload and processing of documents stored in Azure Blob Storage. The backend, implemented as a REST API, managed all logic for both frontends.
Utilising the retrieval-augmented generation (RAG) approach with the Azure OpenAI GPT-4 model, the AI solution seamlessly integrates into the municipality’s Azure environment, ensuring smooth deployment.
BENEFITS & RESULTS
Implementing AI yielded significant benefits, enhancing decision-making, document accessibility, and workflows. AI-powered document management enabled the swift identification of discrepancies and contradictions within documents, ensuring heightened consistency and accuracy. This newfound accessibility empowered employees to access pertinent information efficiently, fostering informed decision-making and bolstering quality assurance protocols.
Furthermore, the project served as a valuable learning opportunity, equipping the IT department with essential AI expertise and laying the foundation for future initiatives within the municipality. From a technical standpoint, the primary benefit lies in efficacy, facilitating the attainment of desired outcomes such as collated and validated documents. Additionally, the solution streamlined the production and collation of documents, enhancing overall efficiency.
The AI solution facilitated rapid interaction with hundreds of documents, significantly reducing the time and cognitive load required for manual document review. Thus, time was saved, and the risk of knowledge loss within the organisation was mitigated.
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