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Practical Guide Public Sector
Applications, evidence, objections: all one stack? Now every application reaches your desk already read. Using a building control office as the example, this guide shows how PaperOffice splits the daily mail, reads application data and sends missing required details to review.
The file is available in English and German; you download the version in the language of this page. Free, no registration.
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MoreWhat's inside
- Monday in the mailroom
- What holds up the application intake
- The process at a glance
- One Workspace per department
- All intake channels in one place
- Splitting the daily mail
- Recognizing what comes in
- Reading application data
- Reviewing missing required details
- Linking by file number
- Redacting for file inspection and disclosure
- Handover to the case management system
- What public offices ask when they start
- Try it yourself in 45 minutes
- Read more: datasheets and short guide
- Your first department in five days
- Checklist and start
Who it is for
Departments: You process building permits, housing benefit or licenses and need complete applications that have already been read. Mailroom and citizen services: You receive the mail, scan it and pass it on to the responsible department. IT and data protection: You set up intake channels and rights and decide what an office releases.
Key facts
- 20 pages, with a test package to try it yourself in 45 minutes
- Every department gets its own Workspace with rights per group and access protection.
- Mail arrives by scanner, shared mailbox, Mobile App or upload. The Split Agent splits combined scans into individual documents.
- AI-DMS recognizes the document type, and an IDP Agent based on the “Government Forms” template reads the application data, each value with its source.
- If a required detail is missing, a review task is created. File numbers spelled the same way link application and evidence.
- For file inspection, you redact a copy in the preview. Decisions continue to be made in your case management system.
Questions and answers
Frequently asked questions about this download
Does the AI decide on an application?
The decision is made by the responsible person. PaperOffice splits, recognizes and reads the intake and puts missing required details up for review. For every value read, the data field shows its source in the form.
Are forms filled in by hand read?
Yes. With AI-DMS Ultra, AI-OCR also recognizes handwriting, line by line with its position. The “Government Forms” template reads ticked boxes as a field of their own. Check hard-to-read spots in the original.
What if the file number is spelled differently?
The graph compares the number character by character, ignoring upper and lower case. If the spelling differs, you link the letters by drag and drop in the list. Search also finds the file number in scans.
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