Laigo GPT · Use Case 01
A real-world case from a municipal property-management department shows how local AI captures long email threads, consolidates information and prepares well-founded draft replies.
·8 min read
The short answer
In the use case described, the processing time for a comparable, complex email case fell from 30 to 10 minutes. That is 20 minutes less effort, a reduction of 66.7 percent and, arithmetically, up to three times the throughput. The professional review and approval remain with people.
The figures come from the use case described. They are not a blanket performance guarantee; the actual effect depends on the type of case, data quality, configuration and organizational integration.
New series
A concrete process. A real metric. Clear boundaries.
Starting point
Public administrations are expected to process requests faster, relieve their staff and stay capable of acting despite scarce personnel resources. At the same time, they handle personal information, internal coordination and non-public case data every day.
The greatest practical potential often arises precisely where AI is allowed to understand the actual work context: in longer email threads, internal documents and confidential matters. Among the administrative applications already established, Dataport lists summarizing texts, finding relevant information across several documents and drafting emails, among others.
As the potential grows, so do the requirements for controlled use. The German Federal Office for Information Security notes that generative AI can introduce new IT-security risks and amplify existing ones. For companies and public authorities, a systematic assessment of protection needs, risks and countermeasures is therefore advisable.
Local AI, or on-premise AI, processes models and content within a controlled infrastructure. The AI comes to the data — not the data to the AI in an external cloud.
The real problem
A long email thread can contain messages from various departments, external queries, additions and seemingly contradictory statements. Before a well-founded reply is possible, the entire matter has to be reconstructed.
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The real time sink is the information work before writing.
The process
The AI speeds up the preparation. It makes no professional decision and sends no reply autonomously.
The local AI processes the relevant mail thread as one coherent case and creates a structured basis for the work.
Essential details, open questions and points already clarified become visible, without having to search every message in isolation again.
Statements from various parties and points in time are combined into a shared, traceable state of affairs.
The AI produces a reviewable draft. Content assessment, decision and approval remain with the responsible specialist.
Human in the Loop
Information preparation by AI. Assessment, decision and approval by people.
Measurable effect
The strongest metric is not the time saved alone. What matters is what the freed-up working time can be used for: professional assessment, follow-up questions, coordination and decisions where human experience is indispensable.
| Cases / month | Without AI | With AI | Relief |
|---|---|---|---|
| 100 | 50.0 h | 16.7 h | 33.3 h |
| 500 | 250.0 h | 83.3 h | 166.7 h |
Model calculation based on 30 minutes without and 10 minutes with AI support. Not a guaranteed saving.
Data sovereignty
Email threads in public authorities can contain personal information, internal coordination and non-public case data. The more relevant this context is to the reply, the more important control over the place of processing becomes.
Local processing within the controlled infrastructure
Physical control over hardware and data
Human review as a fixed process step
Local processing does not replace a project-specific review of authorizations, legal bases, logging and technical and organizational measures.
Technology & organization
01
Local large language model
Analyzes and generates text within the controlled environment.
02
On-premise AI infrastructure
Provides compute power and local processing.
03
Context & structured extraction
Captures threads, key statements, open points and relevant details.
04
Roles and permissions model
Restricts access to authorized people and content.
05
Human-in-the-loop process
Anchors review, professional decision and approval with people.
FAQ
Short answers to the most important technical and organizational questions.
Local AI is an AI solution whose models and processing run inside an organization’s controlled infrastructure. Unlike an external AI cloud service, the content used for analysis does not have to leave the controlled processing environment.
A generative AI can summarize long email threads, extract key statements and open points, consolidate information from different parties and prepare a draft reply. The concrete use depends on the process, permissions and quality requirements.
Not in this use case. The AI prepares information and a draft. Professional assessment, decision and approval remain with the responsible staff.
No. The figures apply to the described use case and comparable cases. The actual effect depends, among other things, on complexity, data quality, process standardization, technical configuration and the rework required.
Local processing can support data-protection, security and compliance requirements because sensitive content can be processed inside a controlled infrastructure. Whether a specific solution meets all legal and organizational requirements must be assessed and documented for each deployment.
Conclusion
Using generative AI in public authorities does not have to start with a multi-year mega-project. A clearly bounded, recurring process can make the benefit visible and measurable faster.
The case shows the potential: a complex email case that previously took 30 minutes could be handled in 10 minutes with local AI support — with human review and professional responsibility still in place.
Next step
In a free expert consultation we assess which recurring text, document or email processes are suited to a local AI pilot — and how success can be measured reliably.
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Data privacy is very important to us!
Details provided, will only be used for the purpose they were intended for. Read more about our commitment and Privacy Policy
Laigo GPT · Use Case 01