No knowledge gets lost.
When experienced staff leave, their knowledge stays inside the municipality. Documents, records, and mailboxes become a searchable knowledge base.
Quelle
Dokumente
Quelle
Protokolle
Quelle
Postfächer
Zentrale Wissensbasis
Interner Assistent
Why this matters
What if your municipality could remember everything?
The most experienced employee in the building office retires. Three decades of knowledge about local specifics, procedural logic, and established processes. The Internal Assistant keeps that knowledge available.
A new employee asks for the latest decision on a specific property. Instead of spending hours in the file server, he asks a question. The system finds the answer in seconds.
The executive office needs the context for a decision made five years ago. The meeting record exists somewhere. The Internal Assistant finds it.
The Problem
The most expensive thing a municipality can lose is not money. It is knowledge.
Processes that were never written down. Decision logic that lives only in people’s heads. Context that new employees must piece together with effort.
In small and mid-sized municipalities, this knowledge is often concentrated in just a few people. When they leave, the municipality loses not only working capacity, but institutional memory.
30%
of administrative staff in Austria will retire in the coming years.
Implicit
A large share of the most valuable municipal knowledge is never formally documented.
Months
That is how long new employees often need to understand established structures without structured knowledge management.
What it does
What the Internal Assistant actually does
All documents. One question.
PDFs, Word files, records, checklists, and internal guidelines are indexed and made intelligently searchable. No file names. Just ask.
Knowledge also lives in mailboxes.
When employees leave, their mailboxes can be prepared in a structured way and integrated into the knowledge base. Years of correspondence, coordination, and decisions remain available to the municipality.
Everyone sees only what they are allowed to see.
Existing Microsoft 365 permissions are adopted one to one. The building office sees permit files. Finance sees budget data. No permission expansion, no manual reconfiguration, no duplicate work.
Like an experienced colleague who always has time.
Employees ask in natural language. The system searches all approved content and returns a concrete answer with source references, even when the information is spread across multiple documents.
How it works
Your data never leaves the town hall.
The Internal Assistant is installed directly on municipal infrastructure. No document leaves your server. The AI only sees what it needs.
Schritt 1
Software is installed on the municipal server
Schritt 2
Documents are analyzed and indexed locally
Schritt 3
Personal data is automatically anonymized before AI processing
Schritt 4
Answers return to the server and real names are restored internally
At no point did the AI have access to real personal data. Every step is logged locally and ready for audit.
FAQ
Answers to common questions
Secure knowledge before it leaves with people.
In a demo, we show concretely how your existing documents and structures become a usable knowledge base.