RPA – Processing RIEC information requests

Municipality of Amsterdam

The RPA automates the retrieval of data from the data warehouse (DWH), processes this data in an Excel file and saves the file in a SharePoint environment.

Last change on 10th of August 2026, at 11:47 (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

2026-08

Contact information

[e-mail]

Responsible use

Goal and impact

The RPA supports the work process within the RIEC by automatically retrieving data from the data warehouse (DWH), processing it in an Excel file and saving the file to a SharePoint environment. This automates a manual and repetitive process, making processing faster, more consistent and less prone to errors. The RPA performs only pre-defined actions and does not make autonomous decisions or substantive assessments regarding individuals or cases. The generated files are used to support the work of staff members, who remain responsible for the further assessment and processing of the information. The use of RPA contributes to a more efficient execution of tasks and reduces the administrative burden on staff.

Considerations

RPA automates only repetitive administrative tasks, namely the retrieval, processing and storage of data. This reduces the risk of manual input errors, increases efficiency and lightens the workload for staff. RPA does not make autonomous decisions and has no direct influence on the assessment of individuals or cases. Staff remain responsible for interpreting and using the information generated. Given this limited and supportive role, the use of RPA is proportionate and justified.

Human intervention

The RPA is only launched once an employee has checked an incoming application and entered the necessary identifying details into an Excel file. The RPA then carries out the automated data processing. Once this is complete, an employee checks the generated output for accuracy and completeness. The employee then decides independently whether to release the results or whether further checks or corrections are required. The RPA supports the process but does not make automated decisions and does not replace human judgement.

Risk management

The RPA processes only data for which prior authorisation has been granted and carries out predefined actions. The quality of the processing is ensured by an employee checking the request in advance, entering the necessary identifying details and verifying the output after execution before it is used or disclosed. The RPA does not make automated decisions and does not carry out substantive assessments. Access to the RPA, the data warehouse (DWH) and the SharePoint environment is restricted to authorised staff and is granted in accordance with the organisation’s applicable information security and privacy measures. Any errors or omissions can be identified and corrected by staff before the results are used

Legal basis

https://wetten.overheid.nl/BWBR0049962/2025-03-01?g=2025-03-08&z=2025-03-08

Links to legal bases

Act on Data Processing by Partnerships (WGS).: https://wetten.overheid.nl/BWBR0049962/2025-03-01?g=2025-03-08&z=2025-03-08

Elaboration on impact assessments

In progress. The DPIA is currently being carried out and will be added to the algorithm’s documentation once it has been completed.

Operations

Data

The RPA processes data from the data warehouse (DWH). In doing so, identifying data, including the citizen service number (BSN), BAG identifiers and Chamber of Commerce (KvK) identifiers, are used to identify the correct person or organisation within the DWH and retrieve the corresponding data.

Technical design

The RPA carries out a pre-configured sequence of actions. The robot uses identifying details, such as a BSN, BAG identification or Chamber of Commerce (KvK) identification, to retrieve the corresponding data from the data warehouse (DWH). The RPA then retrieves the relevant data, processes it into an Excel file and saves the file in a SharePoint environment. The RPA carries out only predefined instructions and does not apply any self-learning techniques, artificial intelligence or predictive models.