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Please note: The algorithm descriptions in English have been automatically translated. Errors may have been introduced in this process. For the original descriptions, go to the Dutch version of the Algorithm Register.

Search & Find

Ministry of Finance

Search & Find is a software system that helps to quickly and efficiently find information within internal systems, documents, databases and other digital sources. Search & Find is used in the Woo process, parliamentary inquiries, answering parliamentary questions, AVG reports and employee information searches, among others.

Last change on 8th of August 2024, at 13:35 (CET) | Publication Standard 1.0
Publication category
Other algorithms
Impact assessment
Field not filled in.
Status
In use

General information

Theme

Organisation and business operations

Begin date

2016-01

Contact information

cio-office@minfin.nl

Responsible use

Goal and impact

Using an algorithm to pre-select information can help reduce processing time and get the application complete. As a result, the applicant gets a faster and more complete response. This improves process turnaround time by focusing on the most relevant information and more time can be spent on making decisions.

Considerations

The document pre-selection algorithm can potentially miss a relevant document at an early stage.

It offers the advantage of faster response time to requests. For example, within the Woo process, the turnaround time is reduced compared to the manual method where information sources have to be examined individually. The manual method takes more time than is legally justified.

Human intervention

An employee checks the results and determines whether a document is correctly classified as relevant.

Risk management

All search results from Search & Find are relevance-tested. As a result, the risk of missing relevant documents within the search query is low. In addition, the number of employees authorised to access all information sources in the application is limited to a select AIVD-screened group.

Legal basis

Open Government Act

Links to legal bases

Woo: https://wetten.overheid.nl/BWBR0045754/2023-04-01

Operations

Data

Data can be diverse. This consists of any data that may appear in e-mails, office documents, PDFs and other digital information.

Technical design

The algorithm uses data from documents to find a match to the query asked. The technical operation is similar to Google, but for internal sources. For example, if the employee searches on "Budget Day" and "2022", all documents containing a combination of these two search terms will be displayed. Employees use synonyms (where appropriate) to ensure that no information is missed.

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