Gawkowski: ExtrAct AI System Cuts Clerical Work Fivefold, Ministry to Spend 30 Million Zloty a Year on AI

Deputy Prime Minister and Minister of Digital Affairs Krzysztof Gawkowski visited the Municipal Office in Międzyzdroje on Monday, where he assessed the performance of ExtrAct, an artificial intelligence tool that has been automatically analyzing notarial deeds and land and mortgage registers for local tax purposes for seven months. According to the deputy prime minister, the solution cuts clerical work time by an average of five times, and the ministry now intends to encourage other local governments across the country to adopt similar solutions.

What ExtrAct Does

ExtrAct is a proof-of-concept system that automatically extracts key information from documents received by the office: notarial deeds, land and mortgage registers, and documentation concerning land, buildings and premises. This data is essential for calculating property tax, and manually copying it from multi-page notarial deeds has until now been one of the most time-consuming clerical tasks.

The system does not make administrative decisions. Data prepared by the AI is reviewed by an office employee, who confirms its accuracy before it is entered into the municipality's tax systems. This is meant to reduce document analysis time and cut down errors from manual data entry.

This solution will cut clerical work time by an average of five times - Krzysztof Gawkowski, Deputy Prime Minister and Minister of Digital Affairs

Something that would take several hours to do by hand, we cut down to a few minutes - Mateusz Bobek, mayor of Międzyzdroje

First Local Government in Poland

Międzyzdroje became the first municipality in Poland to test this kind of tool, with support from the Ministry of Digital Affairs and the IDEAS Research Institute, a state research unit focused on artificial intelligence led by Prof. Piotr Sankowski. Municipal secretary Adam Szczodry confirmed that the system's development took place as part of the institute's statutory tasks and did not involve additional costs for the office beyond the fee for maintaining the tool itself, around 20,000 zloty a year.

The municipality's cooperation with IDEAS began in 2025. Over seven months of testing, the system processed documents arriving at the local taxes and fees department, and its effectiveness became the basis for presenting the results during Monday's visit by the deputy prime minister.

Funding for Scaling Up

Gawkowski announced that the experience from Międzyzdroje is meant to serve as a model for other local governments, especially smaller ones that lack their own IT teams capable of building similar tools. The deputy prime minister stressed that the fees for using the system are "symbolic," and that the ministry does not intend to force anyone to adopt it, but rather to encourage adoption financially.

According to the announcement, the digitization ministry plans to spend around 30 million zloty a year on artificial intelligence projects in public administration. Gawkowski noted that other cities, including Gdynia, Łódź and Częstochowa, are already running similar pilot AI deployments, though in different areas of office operations.

What It Means for Polish Offices

The ministry's announcement fits into a broader trend of growing AI use in Polish public administration, where the share of civil servants using AI tools in their daily work has been rising for months, while uniform rules for their use are still lacking. The ExtrAct system, limited to a narrow, repetitive task of reading data from documents, is meant to serve as an example of a low-risk deployment, since the final decision is still made by a human.

For smaller municipalities like Międzyzdroje, cost is the key argument. An annual fee of around 20,000 zloty is small compared to the staff positions that would otherwise need to be shifted to handle a growing volume of notarial documents, especially in tourist municipalities with heavy real estate turnover.

If the funds announced by Gawkowski actually make it into the ministry's budget for 2027, more local governments will be able to apply for funding for similar deployments without having to build their own systems from scratch, using the ready-made solution developed by the IDEAS Research Institute.