Solution created by CHC
Sector: Multi-sector
Function: Amministrazione
Requirement
Public Administration organizations receive a high volume of communications and documents every day through multiple channels, including physical mail, email, certified email (PEC), and online portals. Managing these incoming documents requires significant time and resources, creating operational bottlenecks and increasing the risk of misplaced documents or processing delays.
The organization identified the following key challenges:
- Reduce manual workload (Data Entry): Minimize the time employees spend reading documents and manually entering essential information.
- Eliminate physical document handling: Digitize paper-based communications immediately, ensuring compliance and accessibility.
- Ensure complete traceability (Audit Trail): Gain full visibility over the document lifecycle, from receipt to assignment, recording who performed each action and when.
- Automate classification and filing: Correctly associate incoming documents with existing cases and digital files, reducing routing errors.
Implementation
A new architecture was implemented by integrating ARXivar Next with semantic Artificial Intelligence modules. The solution automates the entire lifecycle of incoming communications, including document ingestion, profiling, classification, and routing.
TO-BE Process
| Process Phase | Activities |
|---|---|
| 1. Receipt and Digitization | Documents arrive either in paper or digital format. Paper documents are immediately scanned and batch-imported into ARXivar Next. |
| 2. AI-Assisted Profiling | The AI engine analyzes document content (PDF, Word, and OCR-processed images) and automatically pre-populates up to 80% of the standardized metadata fields. |
| 3. Automatic Classification | Based on the extracted and validated metadata, the system automatically classifies each document, files it in the appropriate digital repository, and associates it with the relevant case file. |
| 4. Routing and Notification | The document is automatically forwarded to the appropriate department, while responsible users receive real-time notifications on their ARXivar dashboard. |
Intelligent Metadata Profiling
Artificial Intelligence supports employees without replacing human decision-making.
When a document is received, the system automatically pre-fills key metadata fields, including:
- General Information: Sender, Date Received, Subject.
- Routing Information: Document Type (Internal/External), Responsible Department.
- Management Information: Notes, Due Date, Priority, Workflow Status.
The operator simply reviews the suggested values and validates the information before continuing the workflow.
Digital Workflow
Phase 1 – Ingestion and Validation (Administrative Office)
The administrative operator reviews and validates the AI-generated metadata.
- If the recipient is an external organization, the document is sent immediately and the process ends.
- If the recipient is internal, the approval workflow is automatically initiated.
Phase 2 – Review and Approval Workflow
The workflow includes two approval stages:
Operator Review
The assigned operator verifies document compliance, applies a digital approval, and forwards the document to the Municipal Secretary.
Municipal Secretary Review
The Municipal Secretary evaluates the document, adds any management instructions (for example, “Handle as a priority”), and returns it to the Administrative Office.
Final Routing
The Administrative Office reviews the Secretary’s instructions and assigns the document to the appropriate department through a guided selection process.
Phase 3 – Department Assignment
The Department Manager receives the document in their ARXivar digital workspace, ready for operational assignment and execution.
Results
By combining ARXivar Next with Artificial Intelligence services, the organization achieved immediate and measurable benefits.
Operational Efficiency
- Elimination of physical document transportation and desk waiting times.
- Instant digital availability of documents for all authorized users.
- Faster processing of incoming communications.
Data Quality
- Significant reduction in manual data entry errors.
- Standardized metadata extraction and document indexing.
- Faster document retrieval and search capabilities.
Security and Governance
- Complete elimination of document loss risks.
- Full audit trail covering every processing step.
- The Municipal Secretary retains complete supervisory and decision-making control, with the ability to manage workflows remotely.
Continuous Monitoring
The organization can generate detailed KPIs and reports on:
- Incoming document volumes by department.
- Average processing and response times.
- Workflow performance indicators supporting continuous process improvement.
CHC
CHC Business Solutions
Where analysis meets innovation. Where every process becomes a competitive advantage.
In a constantly evolving business landscape, where simply digitizing is no longer enough, CHC Business Solutions stands out through a deep, analytical, and tailored approach to business process management.
We are more than technology implementers—we are strategic partners. We help organizations redesign their operational workflows by identifying real business needs, translating them into tailored digital solutions, and seamlessly integrating everything into scalable processes powered by ARXivar Next.
✅ Proven, Multidisciplinary Expertise
For over 20 years, we have helped organizations across industries:
- identify inefficiencies within internal business processes
- redesign operational workflows through a digital-first approach
- optimize time, resources, and business performance
Our team brings together business process consultants, functional analysts, and certified technical specialists, delivering practical, measurable solutions that create lasting value.
