AI-based case assignment and search module
About this good practice
Currently, in most of public administration units, the leading system for electronic documentation management
is still the EZD PUW system. Its creators are employees of the Podlaskie Voivodeship Office in Białystok (PUW).
This solution is used by various public entities: offices, courts, universities, health care facilities or state and local
government legal entities. NASK - Scientific and Academic Computer Network of the National Research Institute
in Warsaw concluded an agreement with the Podlaskie Voivode (Podlaskie Voivodeship of EZD PUW system) on
cooperation in the field of testing artificial intelligence solutions. AI solutions are part of the EZD RP project and
tested in operation in the EZD PUW system, which has been the basic working tool in PUW since 2011. Within the
EZD RP/EZD PUW systems the AI tool are supporting the operation of officials and speed up the distribution and
assignment of correspondence incoming to public entities. AI are supporting the work of officials in the area of
repetitive activities performed on a daily basis, increasing their work efficiency. It is learning the rules of
assignment and, basing on natural language analysis and the history of cases, will suggest the employee to whom
to transfer the received document. The new system using the tool is being tested by several offices in Poland on
real documents since 2021. Thanks to tests conducted at PUW, the effectiveness of subsequent algorithms on a
"living organism" were verified.
Resources needed
The results of the first tests allowed to determine the directions of development of the artificial intelligence tools
and algorithms developed by NASK and confirmed possibility to build secure tools to fully automate the
management of electronic documentation in the EZD RP system.
Evidence of success
The EZD RP system is fully operational since 2022 and it is planned to be implemented in all public institutions
until end of 2026. The AI module of the system remains optional for the users and it is being tested now by
Podlaskie Voivodship Office in Białystok and 15 government administration units. Within the EZD PUW this
module is also operational and used by some institution, for example: Gdańsk City Hall, National Research
Institute (NASK) and Podlaskie Voivodship Office in Białystok.
Potential for learning or transfer
Among the government administration units testing the system are institutions dealing with different branches
of public administration: - Voivodship Office - Provincial Sanitary and Epidemiological Station - Provincial
Inspectorate of Trade Inspection - Voivodship Inspectorate of Building Supervision - Provincial Road Transport
Inspectorate - Voivodeship Inspectorate of Agricultural and Food Quality - Provincial Inspectorate of Plant Health
and Seed Inspection - Border Veterinary Inspectorate - Poviat Building Supervision Inspectorate The wider use of
AI-based module increases its accuracy and potential for further development. It may potentially be transferred
or used as a learning case for other system environments (differentiated by legal frameworks and languages).
Further information
Good practice owner
You can contact the good practice owner below for more detailed information.
Naukowa i Akademicka Sieć Komputerowa - Państwowy Instytut Badawczy