How Government Agencies Can Benefit from Enterprise Search

Digitization poses challenges not just to companies, but also to employees in the public sector – after all, public authorities in particular have to tackle mountains of information and data on a daily basis.
That’s where enterprise search comes in: intelligent searching can find and evaluate relevant information quickly even in gigantic data pools. The information can even be distributed across different systems – it’s not a problem for a professional search engine.

Digitization with Real Benefits for Public Administration

Integrating a professional search solution across an entire organization has many benefits and is a powerful aid in managing the many complex tasks that administrative employees face every day.

The four most important factors of an enterprise search solution in this case are:

Option to Connect to Lots of Different Systems

Our enterprise search solution, iFinder, is an intelligent yet simple search that helps users find any content in large data pools. It does not matter if the data is located in specialist applications, on internal servers, in the cloud, in wikis, or in email systems and databases.

The format of the data is also irrelevant: our iFinder can index hundreds of different file formats within seconds, including scanned documents, PDFs, and audio and video files. After indexing, agency employees can use these documents for research easily without requiring special knowledge.

Intelligent Software that Learns from Its Users

Specially trained and learning algorithms use artificial intelligence to help check submitted applications, for example, or perform other tedious tasks such as researching legal texts and commentaries.

The algorithms are trained with machine learning and specialize in particular areas, such as legislative texts or applicable data protection regulations such as the GDPR. With data from other specialist fields, they can also be used for other tasks.

Smart Search Software Optimizes Processes

Automate the task of checking applications submitted on customer or citizen portals, for example, to ensure they are consistent and complete. Applicants are notified even as they enter the data that documents need to be corrected or that information is missing.
Identify and sort documents by subject matter. Incoming emails can be automatically analyzed and forwarded for responses based on their content, or automated responses with relevant additional information can be sent.

Secure Search

A crucial requirement for IT solution in the public administration sector is strict compliance with all rules concerning user access rights. A smart enterprise search system controls access to sensitive documents through differentiated search and authorization profiles.

This approach allows agencies to prevent data from falling into the wrong hands and therefore avoid violating compliance or GDPR regulations, because each user only sees exactly the data they are authorized to see.

Discover iFinder

Your Benefits with Enterprise Search

Innovative knowledge management: iFinder can be used as a standalone application or integrated in master platforms such as the intranet or portals.

Scalability: iFinder grows with the data pool and is even capable of evaluating data pools containing billions of documents.

Multi-tenant solution: iFinder can be installed and administered centrally and deliver results to as many sites or offices of an agency as desired.

Real-Time Searching in NetApp File Systems

To date iFinder is the only enterprise search solution with a certified NetApp push connector, which allows changes to documents on NetApp file systems to be processed immediately without lengthy crawling. All changes – including changes to access rights – can be taken into account by the search engine in real time.

These Agencies Use iFinder

Our enterprise search solutions are already being used by multiple federal agencies, state criminal police offices, state administrative agencies, and regional pension insurance providers in Germany.

"We are particularly excited about the linguistic functions iFinder offers. During the search we get to see all relevant results and so no longer overlook anything."