Artificial intelligence in public administration is mainly used where staff handle large volumes of recurring questions, documents and administrative tasks. It can help citizens navigate life situations, fees, waste collection, parking, cultural events or contacts for individual departments.

AI does not have to communicate only with citizens. Internal tools can help employees prepare official texts, research, grant calls, legislation, public procurement materials or document analyses.

Citymind therefore offers several interconnected solutions: a web AI chatbot, an AI voicebot, the internal AI agent Aurora and AI meeting transcriptions. A city can choose the right tool depending on whether it wants to improve communication with citizens, simplify internal processes or automate work with records. Citymind solutions overview

An AI chatbot lets citizens ask questions in everyday language and receive answers directly on the city’s website. They do not need to know which department handles the matter or navigate a complex website structure.

The Citymind AI chatbot works with information from the website and other sources chosen by the institution. It can show links to original sources, suggest related questions, work with documents and accept voice-entered queries. It can display event information in clear cards and offer a map preview for a specific location.

For citizens, this means a faster route to information. For the authority, it means fewer recurring calls and emails that can be handled automatically even outside office hours. AI chatbot for websites

The purpose of AI in public administration is not to replace employees, but to reduce routine work. A chatbot can handle common informational questions while officials focus on complex cases, decision-making and situations that require individual assessment.

The internal Citymind AI agent Aurora works similarly. It helps employees prepare responses for citizens, invitations, notices for the official notice board, meeting minutes or working drafts of policies and ordinances. It can also analyse documents, work with legislative materials and search for information related to grants or public procurement.

The result of AI work always remains under human control. The technology speeds up preparation of materials, but responsibility for official decisions and the final form of documents remains with the relevant employee. Internal AI agent Aurora

Yes. AI in public administration does not have to be limited to web chat. Citymind also offers an AI voicebot that can independently handle common telephone questions. It can handle several calls at once and works in the evening, at weekends and on public holidays. A more complex request can be passed to a staff member together with a summary of what the citizen needs.

Another area is AI transcription. After uploading an audio or video recording, the system converts spoken content into text. The transcript can then serve as a basis for minutes from a council meeting, a meeting or workshop. It also helps prepare a summary of key points or a list of follow-up tasks.

Citymind thus covers web, telephone and internal communication for an organisation. Citymind AI transcription

When choosing an AI solution, a city must consider where data is stored, who has access to it and whether it is used for further model training. Protection against misuse, the ability to anonymise inputs and traceability of system use are also important.

Citymind operates its architecture in Microsoft Azure on servers in the European Union. According to the company’s current information, client data is not used to train AI models or for profiling. The solution supports access management, audit logs and input anonymisation. Citymind also states compliance with GDPR, the AI Act and the Data Act, with information security verified by ISO 27001 certification.

Responses are based on RAG architecture, which connects the language model with the organisation’s specific data. Security of Citymind solutions

Deploying an AI chatbot does not have to be a large IT project. Citymind first creates a trial version based on the website, documents and other selected sources. Under the current process, a demo can be ready within three days.

This is followed by testing the chatbot’s knowledge and incorporating feedback, which usually takes up to fourteen days. Integration into the website then consists of inserting the provided HTML code and can be completed within one day.

The solution also includes Citymind Manager. The authority can track conversation history and statistics, assess answer quality, export data and receive monthly AI reports. Work does not end with deployment: the authority can continuously monitor what citizens are looking for and where communication needs further improvement. Implementation process