AI and Office for public authorities: knowledge for everyday administration
Public authorities and public institutions are looking for an Office environment without dependence on Microsoft and a knowledge search that discloses where processing takes place. Nexoria Office provides Doc, Calc and Slides with support for .docx, .xlsx and .pptx, without a Microsoft account. Test layouts, formatting, formulas and macros with your own sample files. Files are stored in Nexoria Drive, and their contents are indexed and can be found through semantic document search with the source cited. Files, index and search run in German data centres, and answer generation runs via Mistral AI. This page describes four tasks from everyday administrative work and shows the path through Nexoria for each one.
Custom integrations depend on the interface and permissions of your system.
File formats: Doc, Calc and Slides open and save DOCX, XLSX and PPTX. Check rendering, features and the round trip using your own templates.
WHAT THIS LOOKS LIKE DAY TO DAY
Find the basis for your response.
Search approved guidelines and internal requirements. Check the source, validity and responsibility before information goes into a response or the preparation of a case.
✓Guideline
✓Source
✓Validity
✓Responsibility
Nex answers a question from your own documents, cites the sources and shows the original document in the preview. Scene from the explainer film, fictitious sample data.Enlarge view ↗
Create drafts with existing context.
Use templates and approved materials for new documents. Continue editing drafts in Doc; the subject-matter assessment and approval remain with the responsible people.
✓Template
✓Documents
✓Draft
✓Approval
AaBI≡↶
Prepare documents
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Documents
Draft
Functional diagram · Sample data
Design access and processing deliberately.
Organise departments in workspaces and review roles and data flows before deployment. The organisational and legal requirements of your institution are the benchmark for the review.
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✓Roles
✓Data flows
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Organise departments
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Department
Roles
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Permissions are preserved
Functional diagram · Sample data
This is Nexoria
Nexoria Doc: continue editing a draft
A draft report in Nexoria Doc. Scene from the explainer film with a recreated interface and fictitious sample data.
Scene from the explainer film · Click to enlargePublic sector: all the detailsPrerequisites, background and frequently asked questions+
The starting point in the public sector
Two requirements meet here that are treated separately elsewhere. First, dependence on a single provider should decrease without breaking file exchange with offices that continue to use that provider. Second, for every processing operation it must be possible to state where it takes place and who is involved, and to do so before procurement, not afterwards.
For sectors subject to professional secrecy under Section 203 of the German Criminal Code, such as law firms, tax advisory, healthcare and the public sector, a closed European data flow is often a basic prerequisite. This is a statement about what the sector requires, not about whether Nexoria fulfils the provision.
The following four tasks are not categories such as administrative digitalisation, but work steps that come up on an ordinary day in public administration.
Four tasks and their path through Nexoria
Job 1
Edit a document that arrives as .docx from another office and send it back without using Microsoft 365.
Problem
Exchanges with other public authorities, chambers and service providers run on .docx, .xlsx and .pptx. Switching office suites does not fail because of word processing, but because of the first case in which formatting, cross-references or formulas do not come back intact.
Answer a question about your own internal directive without going through the regulation page by page.
Problem
Administrative regulations, internal directives and decrees are stored as PDFs, often in several versions. Anyone with a specific question already has to know how the document is structured in order to search it, and so prefers to ask the colleague at the next desk.
Make paper files accessible so that a caseworker can find information in them without going down to the records basement.
Problem
The records exist; they are just not machine-readable. A scan without text recognition is an image: it does not exist for search, and it does not exist for an AI either.
Text recognition makes scans and images accessible, and transcription does the same for recordings. The recognised content is indexed and is then available in document search and in Nex.
Record, process and decide on an application digitally, without printing anything in between.
Problem
Between receipt, review and decision notice there are usually several systems and at least one change of medium. Every switch costs time and creates a point where a case can stall without anyone noticing.
Automations use company knowledge as context for recurring workflows, connect the platform to external software by arrangement and are part of the core product. Together, we clarify which steps of your application procedure can be mapped with them, using your own procedure as the basis.
Which of these workflows suit your daily work becomes clear with your own content. The components involved are described under Product, and what it costs to use under Pricing. If you would rather see it with your own documents, you can do so via Contact.
Information requested in procurement and data protection reviews
The following information on security, processing and jurisdiction comes from our approved documents, each with its reference and review date.
Information on security, processing and jurisdiction for review by procurement and data protection. As of .
Requirement
Detail
Source
BSI IT-Grundschutz
The technical and organisational measures are based on BSI IT-Grundschutz and have been implemented, specifically following the modules ORP.4, CON.1, APP.5.3 and OPS.1.1.5. This does not replace a certificate. Certification requires an external audit, and no such procedure has currently been commissioned or scheduled.
The technical and organisational measures are based on BSI IT-Grundschutz and have been implemented, specifically following the modules ORP.4, CON.1, APP.5.3 and OPS.1.1.5. This does not replace a certificate. Certification requires an external audit, and no such procedure has currently been commissioned or scheduled.
Files, the knowledge index and semantic search run on dedicated servers in Germany. Answer generation by Nex uses Mistral AI. Other services and enabled integrations have their own data flows: error monitoring via Sentry, based in the USA, without access to document contents, payment processing via Stripe, and Microsoft Graph and Gmail when the email integration is enabled. For the optional VoiceBot, telephony is provided via Telnyx (headquarters USA, EU branch Ireland). Speech recognition and speech output are handled by Voxtral from Mistral AI. Mistral Large is integrated via Telnyx. The components and providers involved are listed under Security and privacy and in the processing register.
Eight subprocessors, all named in the processing register under Art. 30: Netcup, Hetzner, Stripe Payments Europe, Mistral AI, Telnyx, Functional Software (Sentry), Microsoft Corp. and Google LLC. The figure of eight reflects the status as of 23 August 2026. The current version of the register is authoritative.
In Nexoria's verified Mistral organisation, the use of new API interactions for model training is disabled (account check of 26 September 2026). This setting applies to new interactions processed there. For your own optionally connected AI accounts, the settings of the respective account apply.
Strict data isolation per tenant at database and vector store level, a role model with Admin, Member and Viewer, server-side permission checks on every API endpoint.
For your data protection review, the data processing agreement under Art. 28, the processing register under Art. 30 and the data protection impact assessment under Art. 35 GDPR are publicly available. The details on this page are Nexoria's own statements; the data flows for each processing step are described in the privacy policy and the processing register.
Art. 50 of Regulation (EU) 2024/1689 applies to chatbots and VoiceBots, and the obligations have applied since 2 August 2026: anyone interacting with an AI system must be informed of this, unless it is obvious. The chatbot greeting can be freely configured and can include this notice.
Together, we review your data sources, workflows and requirements. Get to know Nexoria through your specific use case and plan the right way to get started with our team.
Frequently asked questions
What are Nexoria's security measures based on?
The technical and organisational measures are based on BSI IT-Grundschutz and have been implemented, specifically following the modules ORP.4, CON.1, APP.5.3 and OPS.1.1.5. This does not replace a certificate. Certification requires an external audit, and no such procedure has currently been commissioned or scheduled.
How does Nexoria support application procedures?
With automations. They use company knowledge as context for recurring workflows, connect the platform to external software by arrangement and are part of the core product. Together, we clarify which steps of your application procedure can be mapped with them, using your specific procedure as the basis.
Where is the data processed?
Files, the knowledge index and semantic search run on dedicated servers in Germany. Answer generation by Nex uses Mistral AI. Document embeddings and semantic search run on servers in Germany, using models that Nexoria operates there itself. Files, the knowledge index and semantic search run on dedicated servers in Germany. Answer generation by Nex uses Mistral AI. Other services and enabled integrations have their own data flows: error monitoring via Sentry, based in the USA, without access to document contents, payment processing via Stripe, and Microsoft Graph and Gmail when the email integration is enabled. For the optional VoiceBot, telephony is provided via Telnyx (headquarters USA, EU branch Ireland). Speech recognition and speech output are handled by Voxtral from Mistral AI. Mistral Large is integrated via Telnyx. The components and providers involved are listed under Security and privacy and in the processing register.
Can we keep using existing Word and Excel files?
Yes. Doc, Calc and Slides support .docx, .xlsx and .pptx files, and no Microsoft account is required. Exchange with offices that continue to use Microsoft 365 therefore uses the same file formats as before. If you wish, we can review your most important templates together in the initial meeting.
Does a chatbot for citizens have to be labelled?
Art. 50 of Regulation (EU) 2024/1689 applies to chatbots and VoiceBots, and the obligations have applied since 2 August 2026: anyone interacting with an AI system must be informed of this, unless it is obvious. The chatbot greeting can be freely configured and can include this notice.
Which EVB-IT contract type suits Nexoria?
The contracting authority sets the contract type and the required annexes in the tender documents. If you have questions about how Nexoria is classified, we are happy to answer them in advance via the contact page.
Regulation (EU) 2024/1689 laying down harmonised rules on artificial intelligence. Publications Office of the European Union, 2024. https://eur-lex.europa.eu/legal-content/DE/TXT/?uri=OJ:L_202401689Retrieved on .Reference for the transparency obligation under Article 50 mentioned in the text.
Mistral AI, Legal notice. Mistral AI SAS, 2026. https://legal.mistral.ai/legal-noticeRetrieved on .Source for the legal form and registered office of the model provider that handles answer generation.
As of
Next step
The most reliable test is your own file collection. In a conversation, we clarify which departments get their own workspaces, how exchange works with offices that continue to use Microsoft 365, and what information your tender documents require.
