When guidance, service and trust are your focus

Public authorities deal with a wide range of content on a daily basis:

• laws, regulations, guidelines

• Information on applications and benefits

• Regulations on responsibilities & procedures

• Citizen information on portals and websites

• internal guidelines & FAQs

Although this information is available, it is often:

• disorganised

• difficult to find

• not written in plain language

• spread across many pages and documents

• difficult for citizens to understand

The result:

Lots of enquiries, a heavy workload for service centres and frustration on all sides.

The rms. AI Bot is not integrated into existing specialist processes or operational systems.
Instead, it acts as an upstream dialogue and information layer that draws on your existing, approved content – for example, from:

• citizen portals

• Websites

• Information systems

• Guidelines & documents

• internal knowledge sources

With the help of Retrieval-Augmented Generation (RAG), the bot understands relationships, recognises contexts – and provides clear, consistent and comprehensible answers.

What the rms. AI Bot does:

💬 Answers questions in natural language

📄 Points users to the right content and contact points

🔗 Redirects to forms or relevant pages

📘 Explains complex issues in simple language

🌍 Supports multilingual communication for international citizens and refugees

What it expressly does not do:

🚫 Does not process applications directly

🚫 Does not provide access to specialist procedures involving personal data

🚫 Does not alter existing processes

This means it can be rolled out quickly and securely – without any risk to ongoing operations.

Many citizen portals are packed with features, but are often difficult to navigate:

• complex menu structures

• legal jargon

• unclear responsibilities

• too many clicks to reach the desired information

The rms. AI Bot offers a dialogue-based alternative to traditional navigation:

Instead of clicking, you can simply ask – for example:

• “How do I apply for a new ID card?”
• “What documents do I need for a nursery place?”
• “Who is responsible for my enquiry?”

The bot provides context-sensitive answers and directs you straight to the relevant information or contact points.

Result:

• Better guidance for citizens

• Fewer queries to government departments

• Better user experience on existing portals

• No system intervention required

✅ Reduced workload for citizen service centres and hotlines
✅ Faster guidance for citizens
✅ Fewer repetitive, standard enquiries
✅ Consistent, reliable information
✅ A modern digital service experience
✅ Rapid implementation without system risks

In short:
Better service. Greater clarity. Increased trust.

🔒 All content remains within your environment
🌍 Operates in the EU cloud or on-premises
🚫 No training using citizen or administrative data
🛡️ GDPR-compliant & auditable

The rms. AI Bot is specifically designed for secure use in sensitive, public environments.

→ More on security & GDPR

The rms. AI Bot is based on a modern yet deliberately controllable technology stack that is specifically designed for use in sensitive public environments.

• 🧠 Retrieval-Augmented Generation (RAG)
  utilises your approved content (websites, portals, guidelines, DMS) – no mixing with external data sources.
   
• 📚 Vector database for administrative knowledge
  Documents, FAQs, guidelines and information pages are indexed in a structured manner and made semantically searchable.
   
• 🔌 Easy integration into existing portals
  Integration as a chat/search component in citizen portals, intranets or information pages – without interfering with specialist processes or applications.
   
• 🛡️ Security & Governance at the administrative level
  Role and permission models, access restrictions, logging and audit logs – tailored to regulatory requirements.
   
• 🏢 Flexible operating models
  Operation in the EU cloud, private cloud or fully on-premises in your data centre – depending on IT, data protection and security policy requirements.
   
• 🔐 No connection to operational specialist processes
  The rms. AI Bot operates specifically at the information and knowledge level – without direct access to personal specialist processes or operational transactions.