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Good practice Imported

ExtrAct — Poland's AI Document-Extraction Tool for Municipal Notarial Deeds

Poland · Międzyzdroje · See the Poland profile

Evidence: Observational / pre–post Top 35% 67/100 · Ask Evidence Copilot about this practice

Poland's Ministry of Digital Affairs piloted ExtrAct, an AI tool by the IDEAS institute that reads notarial deeds for municipal officials. Tested on 350+ deeds in Międzyzdroje, it hit ~95% extraction accuracy and cut processing time roughly five-fold.

350+
Notarial deeds tested in pilot (pilot, Międzyzdroje)
~95 %
Overall extraction accuracy
98+ %
Accuracy for identifying legal provisions
~5x
Reported workload reduction
~27 pages
Typical deed length

Details

Maturity
Pilot
Promoter
Poland's Ministry of Digital Affairs (Ministerstwo Cyfryzacji) with the IDEAS NCBR research institute
Period
2026–present (pilot Aug 2026; national rollout invitation ongoing)
Region (NUTS)
PL42
Keywords
digital government, document automation, municipal administration

Context

Officials in Poland's roughly 2,500 municipalities spend hours manually reading notarial deeds and land records — often around 27 dense, legally worded pages — before they can register a property transaction. Built by the IDEAS NCBR research institute for the Ministry of Digital Affairs, ExtrAct automatically extracts structured data — parties, property details, legal provisions — and links each item back to its source passage.

Activities

It runs locally inside a municipality's own IT network, and an official must confirm every extracted field before it is used. The Międzyzdroje municipal office tested the tool on more than 350 genuine notarial deeds. On 19 August 2026 the ministry opened recruitment for municipalities of any size to test the tool through the government's AI portal, with IDEAS funding the analysis and adaptation phase while municipalities cover their own technical deployment.

Results

The Międzyzdroje pilot reached close to 95% overall extraction accuracy and over 98% accuracy for identifying legal provisions. Digital Affairs Minister Krzysztof Gawkowski said the tool could cut officials' workload roughly five-fold.

Conclusions

The architecture is modular and open-source specifically to ease replication, but nationwide rollout and independent, multi-site evaluation are still pending.

Implementation
Indicative cost
Low (< €50k) — IDEAS NCBR funds the analysis and adaptation phase; participating municipalities cover their own technical deployment costs.
Time to results
Short (< 1 year) — Pilot tested in Międzyzdroje; national recruitment for further municipalities opened 19 August 2026, with nationwide rollout still pending.
Staffing & skills
Poland's Ministry of Digital Affairs (Ministerstwo Cyfryzacji), IDEAS NCBR research institute, Municipal officials (e.g. Międzyzdroje municipal office)

Conditions for success

  • Local, in-network deployment to keep sensitive property data inside municipal IT systems
  • Mandatory human confirmation of every extracted field before use
  • Modular, open-source architecture to ease replication across municipalities
  • IDEAS funding of the analysis/adaptation phase to lower the barrier for new municipalities

Common failure modes

  • No independent or multi-site evaluation yet — results are from a single pilot site
  • Nationwide rollout depends on municipalities covering their own technical deployment costs

Commonly funded by

National / regional programmes Digital Europe Programme

Indicative funding routes for practices of this type — always check each programme's current calls and eligibility rules.

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Data sources

Where this practice's information was retrieved from, and when.

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