Automated Email Management Platform for Public Sector Municipalities

Local governments receive hundreds of daily emails from citizens regarding various topics, leading to manual review processes that can take up to 8 hours weekly per clerk. This slow processing delays public response times, affects transparency, and hampers meeting planning. The system must support scalable workloads across diverse city populations and ensure secure handling of personal citizen data, while maintaining high availability and compliance with accessibility standards for users with disabilities.

A mid-sized municipal government or public sector agency seeking to optimize citizen communication and meeting management processes.

• Reduce manual email processing time by automating sorting, filtering, and data anonymization, aiming to save over 500 hours monthly. - Enable timely review and publication of citizen inquiries for efficient public meeting planning.
• Support municipalities of varying sizes with scalable architecture and high system availability.
• Ensure data privacy and security for personal information through role-based access and granular permissions.
• Implement accessibility features to comply with Section 508, enabling inclusive citizen engagement.
• Develop a mobile application to enhance citizen interaction, including notifications for upcoming meetings and speech timings.

• Automated email import via protocols such as POP3 and IMAP to continuously retrieve incoming messages.
• Role-based access control with granular permissions for different user functions.
• Email content moderation tools allowing clerks to anonymize or erase personal data before publication.
• Topic classification and organization of inquiries for inclusion in meeting agendas.
• Secure, stateless architecture supporting high availability and scalability.
• Implementation of accessibility standards compliant with Section 508, including keyboard navigation, text descriptions for media, adjustable font sizes, and contrast settings.
• A mobile app providing citizens with updates on upcoming meetings and notifications when their comments are scheduled to be discussed.

• Email servers supporting POP3 and IMAP protocols for automated email import
• Public meeting schedules and calendar systems
• Accessibility tools and services for compliance testing

• Support for city populations from thousands up to millions with scalable infrastructure
• High system availability with minimal downtime
• Secure handling of personally identifiable information (PII)
• Performance capable of processing large volumes of in-flow emails without data loss
• Compliance with accessibility standards, including keyboard navigation, screen reader compatibility, and visual contrast
• Fast response times for user interactions and email processing

By implementing the automated email management platform, public sector agencies can save approximately 500 hours per month on manual inquiry processing, enabling clerks to focus on more strategic activities. Citizens will experience faster responses, improved transparency, and easier access to town meeting information. The platform's scalable, secure, and accessible design supports growing municipal populations and inclusive engagement, ultimately enhancing governmental efficiency and citizen satisfaction.