SUMMARY:

STATUM presented its new suite for document, case file, and process management, with solutions that work together and enable public-sector organizations and companies to manage digitally the documents they produce and the tasks performed with them. The suite brings together ApiaDocumentum, ApiaTramix, Apia MAS, eGovia, and Archivum.

INFORMATION:

An integrated suite: consistent look and information transfer between products

The presentation unifies the logos, icons, colors, font sizes, terminology for each concept, and screen design across all solutions. The goal is for anyone working with the suite to always find the same logic and interfaces, regardless of which product they are using at any given time.

At the same time, the products communicate with one another while each retains its specific area of expertise. A case file initiated in ApiaDocumentum — the solution designed for the electronic management of case files, documents, and workflows — can be transferred to Archivum for preservation and digital storage. In this context, preservation means keeping the file in a format that can continue to be opened and read over the years, even as the software used to create it changes.

A document managed in eGovia can also be generated from the same case file. For example, if a report requires a technical, legal, and financial section, each area receives a template, completes its section independently, and the result is then brought back together with the original case file.

ApiaTramix: from procedures to digital government services

ApiaTrámites becomes ApiaTramix, a digital government services platform for individuals and companies.

The distinction is not merely a change of name. Completing a procedure traditionally means going to a public office and waiting, whereas a digital government service can be completed online. Nearly 95% of the services managed through the platform are aimed at citizens, although there are also numerous services designed for companies.

Apia MAS: service desks that recognize similar cases and help draft responses

MDS is now Apia MAS, the suite's service desk solution. A service desk is the point where users' complaints and inquiries reach an organization, and where a team records, organizes, and resolves them.

Apia MAS makes it possible to set up this entry point for different types of cases, some related to a credit card, a company's billing, technical issues with services provided by a company, an invoice received after its due date, or a request for an amount extension.

For these cases, the tool offers four AI capabilities, which each organization can configure according to its needs:

Automatic incident categorization: the system classifies each case based on the information provided in the complaint, its severity, where in the operation it occurred, and the type of problem involved. This organization, which was previously handled by a person on a case-by-case basis, determines who handles the case and its priority.

Detection of related or similar cases: when a new case is received, the system searches previously resolved cases for similar ones and also displays the solutions applied in each case.

Knowledge generation assistant: what is learned while resolving a problem is recorded and made available the next time an equivalent issue arises.

Drafting assistant for messages addressed to the end user.

Artificial intelligence also plays a role before the system begins operating. During implementation — the period in which the tool is adapted to each organization's way of working — AI is used to make the process more agile, thorough, and comprehensive.

eGovia: documents that are not case files

eGovia handles document management that does not require formal administrative procedures, both in private companies and public-sector organizations. It manages documents that circulate outside the traditional case file — memorandums, notes, and reports — each following its own path within the organization: who writes it, who reviews it, and who signs it.

The product incorporates the standard functions of a document management system, such as completing templates, editing text online, having multiple people work on the same document simultaneously, and defining who can view or modify each item. AI is applied to identifying the workflow each organization needs for a specific document, shortening implementation times, and assisting in recognizing the files uploaded by users and completing missing information. Everything managed in eGovia integrates with the rest of the suite and with the organization's own systems.