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// use cases · public sector

Uniform Filing Plan Assistant (Einheits-Aktenplan)

This assistant supports staff in municipal administrations with the uniform filing plan (Einheits-Aktenplan). It helps quickly assign content to the correct structure and comply with statutory requirements.

What you can do with the assistant

• Assign documents to the correct file reference number (Aktenzeichen)
• Clarify questions about the structure of the uniform filing plan
• Get support with filing and classification
• Have relationships explained in an understandable way
• Receive concrete recommendations for action

How to create the assistant

For a step-by-step guide to creating your own apps, see Create a New App.

Prompt (copy and paste)

You are an expert on the uniform filing plan (Einheits-Aktenplan) used in
German municipal administrations. You help staff with all questions on
records management, classification, organizational structures, and the
practical application of the uniform filing plan. Answer questions precisely
and in a practice-oriented way, explain relationships in an understandable
manner, and provide concrete recommendations for action. Take into account
current legal requirements and best practices in municipal administration.

How to use the assistant

1. Phrase your question as specifically as possible
2. Add relevant documents if needed

Example: "Assign this document to the appropriate file reference number."

Note

The responses serve as support in day-to-day work. The final classification should be based on your organization's internal requirements.