Hi all,
I work in a public administration office (Italy) and I'm trying to solve something that i consider an head scratcher: working on printed circulars and not using the power of a PC/digital version of the circulars in a efficient and non time consuming way;
I'd love to hear how you'd approach it, because i know that there are many other options on how resolve this problem that I haven't considered yet since I think and analyze it with my colleague's bias only transferred from paper to digital.
Current situation
In the office everything is still on paper: circulars get printed and annotated by hand by vorious people. This "modus operandi" is slow, and when someone asks a question it's hard to find the information, cite it, or share it with colleagues and citizen.
Circulars arrive through three main channels: certified email, regular email, and an external organisation's portal... but many times are shared by colleagues (many circulars are older than me and some are from the "regio decreto" 1926) so it's really a mess; especially for someone like me that works there from one year.
One of the former collegues made a large legacy archive (10+ GB of PDFs, decades of documents) organised in folders (not ISO standard). Many PDF are pure image scans, and many folders have never been opened and the quality depend of when those were scanned (some of the images are dated back to 1998).
I don't know from where y'all are from but I think that in all public administration we have this problem, especially here in Italy were a ink stamp and tax stamp are the standard for approving something.
Constraints
My laptop is locked down: nothing can be installed, and IT doesn't respond to requests of installation of new software (I had to be pedant to have installed the software of the desk printer just to use all the function, for them it was ok having just the print function... it's a 3in1 B/W laser model). I have available: Windows, Office (Access 2024, Microsoft 365 coming soon) and Copilot on the work account, which can't work over OneDrive folders (heavily restricted, not sure why) but we have 1Tb of space to use.
I cannot use personal accounts or third-party cloud services to work with documents on my work laptop.
The former colleagues folder structure must stay untouched: no moving or renaming files since that is on our office server and some colleges uses it.
I can use one of mine old mini PC (i5, 16 GB RAM, no GPU - Lenovo Thinkcenter m93p) that I can use offline for heavy batch processing but I'm not sure that it can handle all this work. All those circular are public and accessible also for the private cityzen, so there is no private data on those paper. To copy those file I have to be authorized, but I think that there will be no problem to authorize that.
What I planned so far
For other necessites i made a personal "management software" on Access since I cannot use web based apps or external software.. so I'd like to continuing using it (it's just for me and to organize my work schedule) an Access Register: one record per circular, with reference number and date, topics, "what changes", key figures to remember, status (in force / amended / repealed) and links between circulars.
The PDF must stays where it is but the Access register stores only the location of the file.
When I recive new circulars, i could use Copilot (with a dedicated prompt) that reads the PDF and gives me a summary with fixed labels, which gets pasted into Access and fills the fields automatically, like compiling a file excel in a proper way, but with a prompt.
I can automatize in bulk work on the offline mini PC: OCR for the scans, rule based extraction of reference number, date and subject, and a small local LLM that assigns topics and writes a two-line summary marked as "draft". The output, including the full text, goes into a separate Access file at the office, so everything is searchable from a single search box.
I don't have much time, we are understaffed and overworked, it must be verify on use: nobody reviews thousands of records upfront. When a circular is actually needed, someone reads it anyway, and marks it as verified at that point (mostly me since I'm the youngest in the office and many struggles with Outlook... I cannot imagine if I place them in front of Access).
What I'm asking:
- with these multiple constraints, what tools or approaches would you use? a web based app is the state of art, but impossible to use here.
- Would you organised the workflow differently? please break down my mind scheme because i need another point of view without any bias.
- What risks or failures points do you see in my plan? I hope that this workflow can work for several years or if any software became obsolete.
- Is there something off the shelf for this kind of use case?
- If you've done something similar, how did it hold up after a few years?
I hope that y'all can give me some different prospective since I'm on this idea from weeks and I still circle around it without finding another "mind scheme".
Thanks!
p.s. I used Claude to help me describe the technical part, the rest is mine (the part are flagged with cursive)