Requests received through multiple channels and formats.
Streamline administrative records within a controlled framework.
Substi can help receive, classify, check and prepare administrative requests while keeping legal decisions, signatures and binding acts with authorised public servants.
Operational pressure
Where capacity is lost today.
Incomplete records generating repeated exchanges.
Deadlines tracked across several applications or spreadsheets.
Access, archiving and decision rules specific to each department.
Process map
A first perimeter that can be observed and measured.
01Administrative-request classification
02Letter preparation
03Citizen records
04Meeting reports
05Form checks
06Filing
07Record summaries
08Deadline tracking and regulatory research
Possible AI employees
Specialise by mission, not by generic persona.
- Administrative-request classification
- Letter preparation
- Citizen records
- Meeting reports
Illustrative workflow
- 01
Receive the request through the official channel.
- 02
Identify the department, record type and applicable deadlines.
- 03
Check for expected documents without deciding the citizen’s entitlement.
- 04
Retrieve the authorised procedure and regulatory version.
- 05
Prepare an acknowledgement, request for missing items or summary for the public servant.
- 06
Have any interpretation, decision, signature or binding act approved.
- 07
Update tracking and retain the trail according to archiving rules.
Tools and integration
Use the most robust available connection.
- Electronic document management and archiving
- Case and correspondence-management software
- Forms and citizen portals
- Office suites, email and local applications
Human control
Exceptions remain explicit.
Access defined by department, role and purpose · Retention and deletion aligned with organisational policies · Traceability of sources, actions and approvals · Legal decisions, signatures and accountability retained by authorised public servants
Economic indicators
Measure the process before claiming value.
- Complete-record rate
- First-response time
- Backlog by department
- Missed deadlines
- Time spent filing and researching
Data and security
Configure the environment to the sensitivity of the sector.
Access defined by department, role and purpose · Retention and deletion aligned with organisational policies · Traceability of sources, actions and approvals · Legal decisions, signatures and accountability retained by authorised public servants
Model selection, context size and infrastructure are adapted to the mission.
Illustrative use case, not a customer result
Public sector and local authorities
Substi can help receive, classify, check and prepare administrative requests while keeping legal decisions, signatures and binding acts with authorised public servants.
FAQ
Questions before scoping.
Does Substi decide a citizen’s entitlement?
Not in the scenarios presented. It can prepare and check a record; interpretation, decisions and signatures remain with the authorised authority.
Can it operate in a closed IT environment?
The supplied documents describe private, dedicated or on-premises deployments. Compatibility and security constraints are validated with IT for each project.
How are regulatory versions managed?
Indexed RAG can associate dates, versions, departments and rights with content. Publishing and withdrawal rules remain governed by the organisation.
Which role should work differently tomorrow?
Tell us about a function, a volume and the software involved. We will identify the first scope to turn into an AI employee.
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