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Automate road occupancy management with iDoc – save time and reduce costs


Companies operating within country roads or road right-of-way, particularly in the telecommunications, energy, water, and sewerage sectors, are obligated to obtain and periodically renew permits for road occupancy. To expedite and improve the efficiency of this process, embracing modern tools supported by artificial intelligence is crucial. Implementation of such solutions can significantly enhance decision acquisition, streamline management, and ultimately lead to more efficient investments while optimizing costs.

What challenges arise during the process of acquiring permits for road occupancy?

The process of obtaining road occupancy permits without the support of appropriate tools presents several challenges due to the necessity to collect and process a large volume of documents and data. These challenges include:

Time-consuming data transcription into the company’s internal systems

Manually inputting data from various applications and decisions is tedious and time-consuming, increasing the likelihood of errors. The challenge intensifies as individuals adopt slightly different methods of data entry, making it difficult to maintain consistency and a standardized data format. Consequently, this inconsistency leads to additional issues, including:

  • Difficulty in quickly locating decisions with close deadlines that require reapplication.
  • Challenges in generating a new application based on historical data.
  • Issues in correctly preparing reports of received decisions, encompassing information on costs, areas, or deadlines.
Time-consuming application preparation and registration

Collaboration across various individuals and departments extends application preparation time. Manual registration of data from the issued decision further contributes to time inefficiencies.

Excessive costs incurred for land use

The acquisition of permits for road occupancy involves the payment of fees. The lack of readily accessible and transparent information regarding approved areas, coupled with the inability to compare applied-for areas with the actual occupied plots, can lead to companies incurring excessive costs for unutilized spaces.

Difficulty in renewing the decisions

Renewing decisions on road occupancy is a regular requirement for successive years. This process involves assembling a set of documentation, including previous applications along with accompanying maps. The challenge arises when locating these documents in the archives after several years, making it a complicated and time-consuming task.

Efficient management of road occupancy permits with iDoc

Efficient management of permits, including applications and decision renewals, necessitates quick and easy access to complete and up-to-date information. The iDoc solution revolutionizes the management of information and decisions on road occupancy.

How does the iDoc solution work?

iDoc utilizes artificial intelligence and machine learning algorithms to categorize documents associated with road occupancy decisions. This includes applications and decisions issued by city authorities, the Municipal Roads Administration (ZDM), or other road administrators, complete with map attachments. The system extracts key data such as plot number, area, decision details, dates, annual fees, and more. The extracted data can be securely stored in a dedicated database or integrated into the company’s existing systems.

iDoc is adaptable to different industries, allowing for the expansion of information that can be processed, including diverse categories of documents and types of data.

What are the benefits of using the iDoc solution for managing road occupancy?

iDoc, leveraging advanced AI/ML mechanisms, streamlines the acquisition of data on road occupancy decisions and seamlessly integrates it into the company’s internal systems. This leads to several benefits:

Reduces the time and cost of entering information into the company’s system.
Increases confidence in data by automating data entry, minimizing errors.
Speeds up and streamlines the process of preparing applications and renewing decisions.
Minimizes the risk of penalty charges for delayed road occupancy fees, by monitoring the expiration dates of issued decisions.
Optimizes costs associated with occupancy fees by comparing requested and real occupied areas.

Find out if iDoc is a good fit for your organization

To explore more about the iDoc solution, visit the solution website:

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