AI-Powered Virtual Assistant for Public Administration
Answer citizens' questions 24/7, in natural language, based exclusively on your official documents. Always with source citations.
Analysis
The context
The digitalization of public services is no longer optional. It's a concrete demand from citizens. People expect accessible, fast services available beyond office hours.
Every day, institutional offices handle numerous similar requests: opening hours, documents for a procedure, deadlines, forms. These are legitimate questions, but often repetitive. They require time and divert resources from more complex tasks.
Outside counter hours, the service stops — but the need for information doesn't. Those who can't find an answer call or show up in person, with inevitable waits and overload.
The institutional website is an essential tool, but not always sufficient. Even when updated, it requires users to know where to look and understand administrative language. When information isn't immediate, the digital channel is abandoned.
Digitizing means making information clear and continuously available. It doesn't replace human interaction — it strengthens it. It reduces repetitive requests, improves internal organization, and allows staff to focus on cases that require direct attention.
Our Proposal
The solution
We propose activating a virtual assistant integrated into the institution's website, capable of answering citizens' questions at any time, in natural language and in their native language.
The system uses exclusively the institution's official documentation — regulations, forms, deliberations, and notices — and always indicates the source of each answer, with a direct link to the original document.
Integration happens through a customizable widget, without structural changes to the existing site.
In practice, a person can write, for example, "What documents do I need for a change of residence?" and immediately receive a clear, accurate, and verifiable answer — without waiting for the office to open.
The solution is based on the Negen platform, with hosting on European servers, full GDPR compliance, and data exclusively owned by the institution.
Staff can independently update the document base. Monthly reports on the most frequent questions also provide an operational tool to improve and make institutional communication more effective.
Details
What's included
Initial Setup
Workspace configuration
Dedicated environment on the Negen platform
Document upload
Upload and indexing of documents provided by the institution
Response optimization
Fine-tuning for the specific PA context
Widget customization
Visual adaptation (colors, logo, messages)
Site integration
Embed code delivery + integration support
Staff training
Training for institutional personnel on system management
Ongoing Management
Document updates
Upload of new documents on request
Monitoring
Response quality and performance control
Technical support
Assistance for issues or modifications
Monthly reports
Usage statistics and frequently asked questions
Benefits
Why Negen
Official sources only
The assistant responds exclusively from the institution's documents
Transparency
Every answer indicates its source, always verifiable
No technical intervention
Widget integration, without modifying the site
Autonomy
Staff updates content independently
Privacy
Institution's data, on European servers, GDPR compliant
Direct support
Italian team, no intermediaries
Compatibility
Supported formats
PDF (native text)
Full support
PDF (scans)
With OCR
Word (.docx)
Full support
Excel (.xlsx)
Full support
Web pages
Full support
Confluence
Full support
Timeframe
Timeline
Total time: 4 weeks from document delivery
Document receipt, workspace configuration
Upload, indexing, initial testing
Customization, response optimization
Site integration, training, go-live
Ready to transform your citizen services?
We'll analyze your needs and show you a live demo tailored to your institution — free, no commitment.