Records separation: a draft from the data, an official decides
Municipal and regional building authorities end on 31 December 2027. Under the methodology of the Czech Ministry for Regional Development dated 5 October 2026, live files are handed over on 1 January 2028 and that date is not put off. Most of the work is not the export. It is the clean-up: documents into files, finished files ready to close, required fields and handover lists. The path is an export test, a pilot, and only then a rollout to further departments. The same rule, a draft plus a human check, covers offence debts and local fees, pulling fields out of invoices and files, and a view before a meeting. The decision and the entry in the register are made by an official.
Updated: · Prices valid as of October 2026
Request an analysisNo commitment to any follow-up project. The analysis report is yours even if you stop there.
01
Four workflows, one rule
The analysis of one workflow is a finished offer with a fixed price. Records separation, debts, document extraction and the pre-meeting view are designed and built for one council. They are not boxed products, and this page gives them no price. The figure comes from the data.
The tool reads a copy of the export from the records system the council already uses. It drafts where a loose document belongs, which file is ready to close and which required field is missing. It does not replace the records system.
01
Export test
The council’s administrator runs the tool on site, on a copy of the export. We receive a summary: how much sits outside a file, where a field is missing, what is past its retention period. No names and no addresses.
02
Pilot
One department and a limited sample, with an approval screen. We measure which drafts an official accepts and which they correct. Only then do we say whether to go further, and at what scope.
03
Rollout
Further departments, handover lists and a list for the retention review. A write into the records system happens only after approval, and only where the council’s interface allows it. If the test shows the data cannot support a draft, the pilot is not built.
readexport copy, role: officer, no names or addresses
draftdocument outside a file → proposed file, sent for review
personthe officer accepts, corrects or rejects, and records it
blockclosing a file without approval is not an allowed action
We say this first. The export under the national records standard is done by the records-system vendor. The archive runs the retention review. Placing a file in law is an official’s act, not a program output. We do not have a public-sector reference yet, so we start with an export test and not with a contract for the whole separation. The methodology may still be refined, including list templates and the receiving records system. We therefore start with work that does not depend on the target system: filing drafts, field checks and working lists. Under the same methodology the council is to send the archive a separation plan in the first quarter of 2027.
Records
Debts from offences and local fees
This is the register and the preparation of briefs for debts from offences and local fees. It is not automatic recovery and it is not the issuing of a decision.
01
Register
Assessments, payments and the state of a debt in one place, next to the systems the data come from.
02
Matching
A payment to a payer and a period. A match goes through in a batch for review. A mismatch, a part payment, an overpayment, a payment without a variable symbol or a payment that belongs elsewhere stays in a queue.
03
Priority and deadlines
We order items by amount, age and which deadline is close. The tool watches the date and prepares a brief. Sending, and any next step, is approved by an authorised officer.
The program does not itself send a decision, a notice or a filing. The council’s roles decide who may see the queue and what they may confirm.
Documents
Fields from invoices and files
From a PDF or a scan we pull the fields the workflow needs. This is not a rewrite of the whole document into a new system.
01
Invoice
Supplier, variable symbol, amount, date and due date. Line items where the workflow needs them.
02
File
Reference number, subject, deadline, status and a draft of which file the document belongs to.
03
Review
Clear fields go through in a batch for approval. An unreadable scan, a missing field or two different values for the same field stay in the queue. Nothing is written until a person has checked it.
How much passes without a correction differs for every council. The pilot on your documents produces that figure. We do not state it beforehand.
Before a meeting
A view across connected systems
Before a council meeting or a working meeting, one view sits over the systems the council connects. A question is answered from that data, not from the open web.
01
What is connected
For example the records system, finance, fees or resolutions. We use only sources the council opens for reading.
02
An answer with a source
The answer says where the figure came from and which date it is valid for. If it is not in the connected data, the view says so and does not fill it in from elsewhere.
03
Roles
A person sees only what their permission allows. The same question from two roles need not show the same thing.
This is not a general chat. An answer only where connected data, a source and freshness are there. We do not take an arbitrary question. It is built for one council, not sold as a finished application.
02
What you get
A written report you can take straight to your management or council.
01A map of the workflow: who does what, how long it takes and where things wait.
02The steps a system could take over, ranked by how much work they remove.
03The steps that must stay with a person, and why: the law, accountability, sensitive data.
04A risk assessment: personal data, the EU AI Act, data security.
05A cost and timeline estimate for a pilot, usable for your budget or a tender brief.
03
How it works
01
Kick-off call
Thirty minutes. You pick the workflow that slows you down most and we agree on dates.
02
We go through the workflow with the people who run it
On site or online. We look at the process, not at citizens’ files.
03
Report and briefing for management
Within three weeks of the kick-off call. We walk you through the report and answer questions.
04
What it costs
Analysis of one workflow
CZK 49,000
Fixed price for the analysis of one workflow, no extras. We invoice once the report is delivered. This price does not cover the whole separation or the other workflows.
If you decide to go ahead, a pilot on one workflow comes to roughly CZK 120,000–160,000 (typically CZK 150,000) depending on scope, and the price of the analysis is deducted from it. You will find a precise estimate in the report.
Czech public bodies must publish their contracts in the public Register of Contracts (registr smluv). According to it, councils typically pay between CZK 50 and 150 thousand for a comparable analysis of a single workflow. We are new to the public sector, so we sit at the lower end.
05
What we have built for companies
Systems running in live operation. Same approach: the system handles the routine, a person decides every irreversible step.
Fleetshield CZ · logistics
A system for the full order lifecycle
Three apps on one core, including a field one that works with no signal. A shift finishes offline and data isn't lost even when the depot is off the grid.
Performansion Prague · marketing
Marketing that runs itself
No lead falls through, every channel lands in one queue with an owner and a deadline. The system flags which campaigns earn and where to move budget; a human decides the spend.
DPP Living · accounting
Accounting where the system does 80–90% of the grind
Amounts are exact to the cent, straight from the document, no manual hunting. VAT returns prepared; filing only after a human confirms.
We do not have a public sector reference yet. That is why we start with a fixed-price analysis: you can judge the output before you invest in anything else.
06
What councils ask us
Do we need to run a tender for this?
No. Under Czech procurement law, a contract worth CZK 49,000 is a small-scale public contract, and so is the pilot. Since April 2025 the threshold for services is CZK 3 million net of VAT (Act No. 69/2025 Coll.). Below it the Public Procurement Act does not require a formal procedure; you follow your council’s internal rules.
Will you work with our citizens’ personal data?
The analysis of the process does not need it. We look at the process, not at the contents of files. For records separation we start from a summary of an export copy, with no names and no addresses. Once live files are in scope, that needs a data processing agreement and access only for people the council names.
What if the analysis shows it is not worth it?
We will tell you so in writing. You paid for an independent opinion, not for a pilot proposal.
Can we then procure the pilot through NEN?
Yes. eacks is a registered supplier in NEN, the Czech national e-procurement platform, and the report also works as a basis for the tender brief.
Will you replace our records-system vendor?
No. We read a copy of the export and prepare drafts and lists. The export under the national standard stays with the records-system vendor. The archive runs the retention review.
Will the system issue a decision on a debt or a file?
No. It prepares the register, the matching, the priority, the deadline watch and the brief. The decision and the entry in the register are made by an authorised officer.
Is records separation a finished program with a price on this site?
No. The finished priced offer is the analysis of one workflow. Separation, debts, extraction and the pre-meeting view are designed and built for your data. We name a price only after the export test or the analysis.
07
Analysis request
Tell us your council, your e-mail and the workflow that slows you down most. We will get back to you with dates for the kick-off call.
We use your details only to handle this request. We do not pass them on.