This is OpenKM Smart Search, the tool revolutionising citizen access to local councils

This is OpenKM Smart Search, the tool revolutionising citizen access to local councils

Written by OpenKM on 15 May 2026

Imagine you are a citizen and need to apply for a licence to place a terrace outside your bar. Or you are visiting a coastal town and want to know whether you can have a barbecue on the beach.

Does the experience sound familiar? Searching through dozens of PDFs, regulations written in administrative language and municipal notices?

That experience is about to change forever for local councils committed to real digitalisation. Not only for residents, but also for tourists, people with reduced mobility, older people, immigrants… for everyone.

The solution is called OpenKM Smart Search with conversational artificial intelligence, and it is transforming the relationship between citizens and their local administration.

What does this technology solve in simple terms?

Until now, the main challenge of digitalisation was not generating more information, but making sure citizens could find it, understand it and use it. With Smart Search, this is achieved through:

• Search in any language: Citizens ask in their own language — Spanish, English, French, German, Arabic, Romanian, co-official languages, etc. — and the AI answers in the same language, even if the original document is in another language.
• Natural language, no technical jargon: Users can ask, “What documents do I need to place a terrace outside my bar?” instead of having to know that it is called an “occupation of public roadway licence”.
• Direct answers, not a list of links: The system writes a clear and specific answer and also shows the link to the original document so it can be verified.
• 24/7 availability from a mobile phone: No need to visit the town hall or wait for office hours.
• Universal accessibility: Ideal for people with reduced mobility, older people, residents in rural areas or caregivers.

A real example that changes everything

Consider a family on holiday in a coastal municipality who wants to have a barbecue in a cove.

Before: They would have to search the local council website, find the coastal protection notice — probably in the local language — translate it and try to understand the legal jargon.

With Smart Search, from their mobile phone, in German:

“Darf man an der Cala ... grillen?”

The system immediately replies in German:

“Barbecues are not allowed in any cove within this municipality at any time of the year. The minimum fine is €300. You can consult the full ordinance here [link].”

The same applies to foreign residents, immigrants, tourists and anyone who communicates better in their native language.

Social cohesion and digital inclusion

This is not just technology. It is a matter of rights.

Multilingual access in natural language is not only about convenience. It is a fundamental right. With this initiative, local councils help to:

• Reduce the digital divide for people with limited technological skills.
• Guarantee equal access for speakers of minority or foreign languages.
• Support the integration of immigrant populations by helping them understand and comply with administrative obligations.
• Improve the tourist experience and the municipality’s image as an advanced and welcoming destination.

How does it work internally?

OpenKM Smart Search uses an AI model based on RAG — Retrieval-Augmented Generation.

In other words, the AI does not answer “from memory” with generic information. It bases its answers on the local council’s real documents: ordinances, municipal notices, budgets, files and other official records.

All of this is done in compliance with data protection regulations — LOPDGDD / GDPR. Data never leaves the secure environment controlled by the local council.

Direct benefits for local councils and citizens

Alignment with Europe and the SDGs

This solution aligns with:

• European Pillar of Social Rights: equal opportunities
• SDG 10: reduced inequalities
• SDG 11: sustainable cities and communities
• SDG 16: peace, justice and strong institutions, including access to public information
• Transparency Law and the Next Generation EU Recovery Plan

Conclusion: public administration that understands citizens

Real digital transformation is not about having more servers or uploading more documents to a website.

It is about allowing anyone, in their own language, from their mobile phone and without being a legal expert, to obtain a clear and useful answer from their local council.

That is exactly what OpenKM Smart Search makes possible.

Are you responsible for a local council, association of municipalities or provincial authority?

The future of citizen proximity is already here.