Document Management and Protocol
AI agents that automatically import, register and archive every document, ensuring regulatory compliance and full traceability across every operation.
The Challenge
Document management in public and private organizations remains one of the most fragmented and labor-intensive processes. Documents arriving from different channels, archives distributed across multiple platforms, manual approval workflows and signatures exchanged via email: every step slows operations down and increases the risk of error.
A dedicated operator spends hours every day sorting incoming mail, assigning correct classifications, verifying regulatory compliance and tracking the status of ongoing procedures. The result is a slow process, difficult to audit and vulnerable to operational disruptions.
Italian and European regulations, CAD, AGID, and eIDAS, require precise standards for registration, preservation, and accessibility. Meeting them with traditional systems is costly. With Askme, it becomes automatic.
+75%
speed in document registration and classification
-62%
time spent on manual workflow management
100%
regulatory compliance guaranteed on every processed document
How Askme transforms document management
Six key features for an intelligent, compliant, and fully controlled archive.
Automatic import from email, PEC and API
The system automatically captures and imports incoming documents from any channel: standard email, PEC and structured data streams via API. Every message and attachment is acquired, analyzed and prepared for registration without manual intervention, eliminating the risk of omissions and delays.
Automatic and compliant registration
AI agents automatically assign protocol number, date, classification and metadata to every acquired document, in compliance with CAD and AGID guidelines. The process happens in real time, with full traceability of every operation and zero dependency on operator availability.
Document process management
Workflows are configured to match the specific operational needs of the organization. Every document follows its own path of assignment, review and approval in a transparent and traceable way, with automatic notifications to responsible parties at each step. The system supports processes of any complexity, from simple internal transmission to multi-office procedures.
Intelligent classification and filing
The system recognizes document types such as resolutions, contracts, invoices, decrees, and circulars, and assigns each document to the correct file according to the organization’s classification scheme. The archive grows in an orderly and structured way without continuous supervision.
Digital signature with Askme Sign
The signature process is fully digitalized through native integration with the Askme Sign module. The signature workflow management system, configurable down to the finest detail, monitors the status of every procedure, guarantees the authenticity and legal validity of every signed document and ensures full compliance with eIDAS regulation.
Full traceability and audit trail
Every action on every document is recorded: who opened, modified, transmitted or approved a file, when and from which access point. The audit trail is always available for internal reviews, inspections or regulatory requirements, without having to manually reconstruct the history of any procedure.
How it Works
From document receipt to final archiving in four seamless steps:
Receipt and analysis
The system automatically captures incoming documents from standard email, PEC or API, analyzes their content, identifies type and sender and prepares them for the next phase without any manual intervention.
Registration and classification
The document receives a protocol number, metadata and correct classification according to the current scheme, in compliance with CAD and AGID guidelines. Everything happens in real time, at the exact moment of acquisition.
Workflow activation and management
The configured workflow activates automatically: assignment to responsible parties, collection of approvals and signatures via Askme Sign, management of internal and external transmissions. Every step is notified and tracked in real time.
Archiving and retrieval
The completed document is archived with all its metadata, links and action history. It remains searchable, retrievable and auditable at any point in the future.
The benefits
From slow, fragmented manual labor to automated, precise processes.
BEFORE
Traditional process
- Documents arriving from different channels managed manually, with a high risk of omissions.
- Registration handled by operators, slow and prone to classification errors. Approval workflows untracked, managed via email with no centralized control.
- Regulatory compliance dependent on the individual knowledge of each staff member.
- Document retrieval slow and reliant on the memory of whoever handled the procedure.
WITH ASKME
Intelligent process
- Automatic import from email, PEC and API with immediate analysis of every incoming document.
- Automatic real-time registration, compliant with CAD and AGID on every operation.
- Configurable digital workflows with full traceability and signature integrated with Askme Sign.
- Compliance with CAD, AGID and eIDAS guaranteed by design, independent of individual staff.
- Audit trail always available for any internal review or regulatory inspection.
