Government Utilizing AI and Low Code Solutions for Official Information Management
New Zealand local and central government agencies are increasingly turning to artificial intelligence (AI) and low code solutions to streamline the management of Official Information Act (OIA) and Local Government Official Information Act (LGOIA) requests. These innovative technologies have proven to be invaluable, with one agency reporting a remarkable 70 percent decrease in the time spent on reporting.
Responding to Growing Information Requests
In recent years, the number of OIA and LGOIA requests made to government agencies has been on the rise. Currently, public service entities handle close to 38,000 requests every six months, a significant increase from 26,000 requests addressed in a similar timeframe two years ago. Not only has the quantity of requests surged, but their complexity has also escalated.
Under the Official Information Act, any New Zealand citizen can request information held by the government, except for a few specific exemptions. While agencies are mandated to respond to requests promptly, within 20 working days, extensions to this timeframe are not uncommon. Despite this, agencies managed to respond on time to 97.8 percent of requests in the six-month period ending in December 2024.
Efficiency Gains Through AI
The integration of AI and low code solutions has significantly optimized the information management process. Microsoft, a key player in this transformation, has remained tight-lipped about the specific agencies leveraging its technologies, but the results speak for themselves.
By employing Official Information lifecycle manager apps, utilizing model-driven Power Apps or Dynamics 365 Customer Service in conjunction with Power Automate and Power BI, agencies have been able to enhance request lifecycles, improve workflow synchronization, and simplify reporting processes.
Enhanced Workflow and Reduced Administrative Burden
These solutions have not only streamlined logging and tracking of requests but have also provided better visibility, reduced manual efforts, and increased user satisfaction. Through the automation of response drafting and routing mechanisms, agencies have witnessed a marked reduction in response times, improved accuracy, and enhanced consistency in their interactions.
Microsoft, along with local partners like Arinco, has developed efficient routing and response agents that expedite request handling processes, ensuring timely and error-free outcomes. By automating mundane tasks, agencies have been able to refocus their resources on core operations, ultimately fostering efficiency and productivity.
The Future of Official Information Management
As the public sector continues to embrace AI technologies, the potential for further improvements in the official information management domain remains promising. Microsoft's push for faster response times and enhanced handling of requests aims to drive value for money and improve overall service delivery to New Zealanders.
By harnessing the power of AI and low code solutions, government agencies are poised to revolutionize their operations, reduce costs, and enhance public service delivery in the digital age.
