Government & public sector
Turn public paperwork into checked data
Documind reads letters, petitions, permit files and photos. It checks each value. It asks a person when unsure, then fills your system.
Email text
Registered email with an official letter
“Our letter no. 2026/1184 is attached. Please reply within 15 days.”
Scan or fax
Scanned citizen petition
“Handwritten petition, 2 pages, signed, ID copy attached.”
Photo
Complaint photo with a location
“Broken pavement on Mill Street, taken this morning.”
Three everyday problems
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Papers pile up faster than the team can type.
Every letter, petition and permit file is typed in by hand. The queue grows each week. Citizens wait for a reply.
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One missing page sends the file back for weeks.
A wrong parcel number or a missing receipt is found late. The file goes back to the citizen. Then everyone waits again.
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Nobody can see what was checked.
Staff check papers in their heads. When someone asks why a file was returned, the proof is hard to find.
Pick a use case
Choose a task. See what comes in, what Documind checks, and what goes out.
An official letter arrives by registered email, plain email or post. Documind reads it and fills in the record for a clerk to approve.
1 · Content in
- Email textRegistered email with a letter“Letter no. 2026/1184 from the Sample Regional Office.”
- Scan or faxScanned paper letter“Official letter, 3 pages, with a wet signature.”
2 · What Documind checks
Number 2026/1184, dated 6 October. No earlier record has it.
The letter says "as soon as possible". A person sets the date.
3 · Action out
- Record filled in your document system, ready for approval
- Letter sent to the right unit's queue
Arrives · Read · Check · Ask if unsure · Write
Sample data
A citizen sends a petition by email, as a scan or as a photo. Documind lists what is there and what is missing.
1 · Content in
- Email textEmail with a petition and ID copy“Please find my petition about the water bill attached.”
- PhotoPhoto of a handwritten petition“One page, written in blue pen, signed.”
2 · What Documind checks
The number on the petition and on the ID copy is the same, and the check digit fits.
This request needs a recent water bill. The email has none.
3 · Action out
- Missing-paper notice drafted for the citizen
- Case opened for the right unit
Arrives · Read · Check · Ask if unsure · Write
Sample data
A builder sends a permit file with many papers. Documind checks it on arrival and sends one list of gaps.
1 · Content in
- AttachmentBuilding permit application“Owner, parcel, floor area 180 m², project type.”
- Scan or faxTitle deed scan“Block 112, parcel 7, owner Maria Jensen.”
- AttachmentFee receipt PDF“Paid EUR 4,200 on 2 October.”
2 · What Documind checks
The deed and the application say block 112, parcel 7.
The receipt says EUR 4,200. Your table says EUR 4,850 for 180 m².
3 · Action out
- One list of gaps sent to the applicant
- File sent to the officer, who decides
Arrives · Read · Check · Ask if unsure · Write
Sample data
A citizen or an inspector sends photos from the street. Documind opens a ticket for the right crew.
1 · Content in
- PhotoPhotos of a damaged road“5 photos, taken at 08:40 today.”
- Email textComplaint email with the address“There is a deep hole on Mill Street, near no. 14.”
2 · What Documind checks
The photos were taken today, 30 metres from no. 14.
A ticket for the same street was opened yesterday.
3 · Action out
- Ticket for the road crew, with the photos
- Reply drafted for the citizen
Arrives · Read · Check · Ask if unsure · Write
Sample data
Bids arrive with price sheets and guarantee letters. Documind checks the math and the dates. The commission decides.
1 · Content in
- SpreadsheetBid price sheet in Excel“42 lines: item, quantity, unit price, total.”
- Scan or faxBank guarantee letter“Sample Bank. Amount EUR 250,000. Valid until 30 March.”
2 · What Documind checks
Line 14: 120 × EUR 85 is EUR 10,200. The sheet says EUR 12,000.
A stamp covers part of the end date. A person reads it.
3 · Action out
- Checklist per bidder for the commission
- Each finding shown with its page
Arrives · Read · Check · Ask if unsure · Write
Sample data
A business applies for support with a plan and a budget. Documind checks the numbers. A person decides who gets support.
1 · Content in
- AttachmentBusiness plan PDF“48 pages. Total budget EUR 1,200,000.”
- SpreadsheetBudget table in Excel“Cost lines, own share, requested amount.”
2 · What Documind checks
The plan says EUR 1,200,000. The table adds up to EUR 1,180,000.
EUR 600,000 requested. The limit is EUR 750,000.
3 · Action out
- Short fact sheet for the reviewer
- Question about the budget drafted for the applicant
Arrives · Read · Check · Ask if unsure · Write
Sample data
When it asks a person
Documind does not guess. When it is not sure, it shows a person the choices and the reason. Try it.
Parcel number on the title deed scan
Is the parcel number 7 or 1?
Pick the right value
Sample data
Where the data goes
Documind writes the checked result into the systems you already use.
- Your records or document system
- Your case or permit system
- Task for the right unit
- Notice or reply email to the citizen
- Archive with a record of every step
Any system that can receive an API call or a webhook.
Your data stays with you
- Runs on your own servers. Nothing is sent to an outside AI service.
- Works without internet, on AI models you own.
- Every step is recorded and cannot be changed later. Auditors see who approved what, and when.
- GDPR & KVKK aligned
- SOC 2 Type II in progress
Questions people ask
What can Documind read?
Registered and plain emails with their attachments, scanned letters and petitions. It also reads photos, permit files and Excel bid sheets. It reads print and handwriting. What it cannot read, it marks for a person.
Does Documind decide on applications?
No. It reads, checks and lists what is missing. A person decides on every application, permit and bid. Documind makes no eligibility decisions. Every step is recorded, so a manager can see who approved what.
How does it know when it is wrong?
Three different AI models read each value and must agree. Math and format rules check ID numbers, dates and totals. When it is not sure, it asks a person and says why. Every answer shows the spot on the page it came from.
Can it read public paperwork from different countries?
Yes. It reads content in many languages, including handwriting and accented letters. It reads petitions, official letters and title deeds. National ID and tax numbers are checked with their check digits. It reads letter numbers, dates and parcel numbers.
Does it file into national systems or our records system?
Documind does not file anything into national portals or other government systems. It sends checked data to your own document or records system. A clerk approves the record. We check your system's import options with you first.
Where is our data kept?
On your own servers. Documind can run without internet, on AI models you own. Nothing goes to an outside AI service. Your legal team still approves the setup under GDPR or your local data law. Documind is GDPR and KVKK aligned. SOC 2 Type II is in progress.
Sources
- Under the EU AI Act of 2024, AI that decides who gets public benefits is high-risk. Documind does not decide. A person does. EU AI Act, Annex III, European Commission
Map your process with us. Go live in the demo.
In the demo we look at how letters, petitions and permit files move through your office today. Then we put your first workflow live, on your own servers.