NSW Government
From scanned records to searchable spreadsheets.
An AI agent that helped organise over 4,000 records and save an estimated 18 months of manual work.
The problem
Over 4,000 records sat in boxes across the country. The team planned to go through every document by hand, but the time and effort involved meant the project kept getting put off for years.
Sorting the records would make daily work much easier. The team needed a way to find information quickly and better understand the locations and boundaries of the properties described in the documents.
How we put it together
Connect the tools.
We set up an AI agent to read scanned documents and organise the information into searchable spreadsheets.
Give it clear instructions.
We worked with the team to define what information they needed and how the records should be grouped so they could find them later.
Test it on real examples.
We tested a small set of records with the team and refined the instructions before working through the full collection.
Read, extract and organise.
The agent worked through the scanned records, pulled out the information the team needed and grouped it into searchable spreadsheets.
Review difficult scans.
Anything the agent could not read reliably went to the team for a person to review.
Put the results into use.
We handed over the organised records and spreadsheets so the team could add the information to their existing system and use it in their daily work.
The results
- Estimated manual work saved
- Approximately 18 months
- Records organised
- Over 4,000
Approximate figures reported by the client.
The team now has organised, searchable records to help them find property information and understand locations and boundaries. The AI agent handled the repetitive reading and sorting, with a person reviewing anything it could not read reliably.
Let's talk about what you need.
You don't need a finished brief. We'll talk through what you need, explore your options and work out a practical next step.
Talk with Michael Richmond
Completely free