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enaio®GPT: AI assistance for modern administration

Customer:City of Soltau / Optimal Systems
Industry:Public administration
Together with Optimal Systems, P&M developed the AI assistant enaio®GPT for the city of Soltau. The solution is directly integrated into the enaio® document management system and enables the fast, secure and precise processing of over two million documents. Employees can find information in seconds - with full data sovereignty and significantly greater efficiency.
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Fast and precise document research

enaio®GPT searches millions of files and documents in real time. Queries are answered in seconds - with direct links to the relevant text passages. This speeds up daily work considerably.

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Maximum data security

All data remains stored locally. A comprehensive data protection impact assessment (DPIA) and two-factor authentication guarantee the highest security and compliance standards in accordance with European data protection law.

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Seamless integration into existing systems

The AI assistant has been integrated directly into the familiar enaio® environment. Role and authorization structures are adopted, redundancies are avoided and employees work in the familiar interface - only more intelligently.

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★★★★★
"By working with P&M, we as Soltau's city administration can realize our vision of a modern and efficient administration with the help of artificial intelligence and successfully drive innovation."
thomas-koertge
Thomas Körtge
Head of Central Services (City of Soltau)
enaioGPT-Case-1

Challenges

Efficient management with growing data volumes

The city of Soltau manages over 2 million documents and 6 million processes. Manual searches were time-consuming and error-prone. The aim was to find a solution that would automate search processes, increase quality and manage sensitive data securely.

  • Faster document research and structured information access
  • Efficient processing of millions of documents
  • Ensuring the highest data protection and security requirements
  • Avoidance of redundant data storage and seamless integration
Implementation

Integration of AI in enaio®

In close cooperation with Optimal Systems, enaio®GPT was integrated directly into the ECM system as an AI assistant. P&M supported the project from the technical concept to model integration and commissioning - always with a focus on security, efficiency and sustainability.

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AI workshop use case definition

In a joint workshop with Optimal Systems and the city of Soltau, use cases were prioritized and the architecture of the AI integration was defined.

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Normalization data preparation

Over 2 million documents were normalized and indexed to enable semantic search processes with real-time embedding - without redundant storage in a vector database.

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RAG integration LLM connection

Using retrieval augmented generation, the AI accesses relevant documents in real time and combines them with answers from the LLM - for precise, comprehensible results.

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Integration in enaio® environment

The assistant has been fully integrated into the existing user interface. Employees make inquiries via an input field, receive answers including a document preview and highlighted passages.

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Security & Governance

Local data storage, access control and two-factor authentication ensure full GDPR compliance. External audits ensure legally compliant operation.

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Training rollout

After successful testing, the AI solution was rolled out. Employees were trained in its use in order to realize immediate efficiency gains.

Result

Significant time savings and quality improvement

With enaio®GPT, the Soltau municipal administration works much more efficiently: Inquiries are answered in seconds, document searches are accelerated and information is found more precisely. At the same time, data security remains at the highest level - a model for digital administrative work.

  • Time savings in research and document processing

  • Higher information quality and more satisfied employees

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