Board Conversational AI Assistant

Transforming Access to County Documents

In October 2024, the County, in collaboration with CBS, launched Phase 1 of the Board Conversational AI Assistant, a next-generation tool designed to enhance accessibility, efficiency, and transparency in searching over 7,000 Board Agenda documents. These include Board Letters, Contracts, and Resolutions, which historically require time-intensive manual searches.

This intelligent AI-powered assistant leverages state-of-the-art natural language processing (NLP) to allow users to ask questions in everyday language and receive highly relevant, context-aware responses with detailed citations. By integrating retrieval-based and generative AI methodologies, the system significantly outperforms traditional keyword-based searches, providing a 35% improvement in accuracy and efficiency as compared to traditional keyword-based searches.

Key Features

1. Conversational Natural Language Search

Users can ask complex, multi-part questions instead of relying on rigid keyword searches.

The AI understands synonyms, contextual meaning, and intent, ensuring precise results even when different terminology is used.

Supports follow-up questions, allowing users to refine searches dynamically within the same conversation.

Example Use Case:
User Query: “Show me all contracts related to affordable housing initiatives in 2023.”
AI Response: Retrieves relevant Board Letters and contracts, providing summaries with direct links to full documents.

2. Hybrid Search Architecture (Retrieval + Generative AI)

Uses retrieval-based search to locate exact document matches quickly.

Combines GPT-4-powered generative AI to interpret document content and generate concise, human-readable summaries.

Delivers both direct answers and source references, ensuring accuracy and transparency.

Example Use Case:
User Query: “Summarize the latest budget allocations for public safety.”
AI Response: Generates a concise summary of budget-related documents, linking to full texts for verification.

3. Optical Character Recognition (OCR) for Embedded Text

Automatically extracts text from scanned PDFs and images within Board documents, making previously unsearchable content fully accessible.

Enables comprehensive searches across all document types, including scanned historical records.

Example Use Case:
User Query: “Find all mentions of small business grants in Board memos.”
AI Response: Retrieves results, including those buried in scanned attachments.

4. Multi-Turn Dialogue & Context Retention

Allows users to refine or expand queries seamlessly within an ongoing conversation.

Understands context from previous exchanges, eliminating the need for repetitive searches.

Example Use Case:
User Query 1: “Find contracts for road maintenance.”
User Query 2: “Only those related to Highway 580.”
AI Response: Narrows down results without requiring the user to restart the search.

5. User-Centric Benefits & Impact

Saves Time – Users find critical information 35% faster than manual searches.

Boosts Accuracy – Advanced NLP eliminates irrelevant results, improving efficiency.

Enhances Transparency – Provides clear citations and document references for verification.

Improves Accessibility – OCR ensures all documents, even scanned ones, are searchable.

Streamlines Decision-Making – Summarized insights help Board members, County staff, and the public quickly grasp key topics.

Future Enhancements (Phase 2 & Beyond)

Enhanced Summarization – AI-powered executive summaries of lengthy documents.

Deep Context Awareness – More advanced understanding of County policies, regulations, and legal language.

Seamless Integration – Embedding into County portals, mobile apps, and internal workflows.

Multilingual Support – Expanding language options for broader accessibility.

This initiative represents a transformative step in making government data more accessible, efficient, and user-friendly, reinforcing the County’s commitment to AI-driven innovation in public service.