Inclusive digital rights for use of AI in public administration (ES0130)

5.2.1. Awareness and Trust Plan for Artificial Intelligence

Brief description

Development of an AI awareness and trust plan, based on a baseline study on citizens' current knowledge, perceptions, use and trust in AI, which will include a set of awareness-raising measures, including, among others, a communication plan, the holding of participatory dialogue forums with society and the organisation of a series of events with companies to raise awareness within different business sectors.

Objectives
• Improve public and business awareness and confidence in artificial intelligence.
• Promote the responsible adoption, development and use of artificial intelligence.
• Improve knowledge of the European Artificial Intelligence Regulation and what companies must do to comply with its requirements.
• Promote transparency in public and private AI applications, in accordance with the provisions of the European Regulation on Artificial Intelligence."

5.2.2. Policy on the use of AI in the administration of justice. Publication of FAT (Fairness, Accuracy and Transparency) records

Brief description

Within the framework of collaboration established with the State Technical Committee for Judicial Administration (CTEAJE), the Policy on the Use of Artificial Intelligence in the Administration of Justice has been approved. Its objective is to ensure the responsible, legal and ethical use of Generative AI, seeking to define acceptable and prohibited uses, as well as the obligations of users and the organisation itself in relation to the use of this technology. Likewise, emphasis is being placed on the provisions of the Charter of Digital Rights and on the more social aspect of supporting the most vulnerable citizens in order to contribute to greater social justice, with total transparency, through the monthly publication of FAT (Fairness, Accuracy and Transparency) records, which is already being carried out. These records provide publicity and transparency about the data used, members of the AI teams, services, algorithms, possible biases and applications that make use of Artificial Intelligence techniques, etc.

Objectives

• Implementation of the Policy on the Use of AI in the Administration of Justice for the responsible, legal and ethical use of Artificial Intelligence in the field of the Administration of Justice.
• Continue with the publication of FAT records."
5.2.3. Forum on Digital Transformation in Public Administration

Brief description

The creation of a Forum for Digital Transformation of the Administration is proposed, in which other administrations, the private sector and civil society associations will participate, providing a space for the exchange of experiences and joint innovation that will help guide the digital transformation of the administration to respond to challenges in a context characterised by the speed at which technological and social challenges arise.

Objectives

• To promote innovation through the sharing of knowledge, experiences and vision for the future with different private and public actors.
• Anticipate a better response to the needs of different groups by involving them in the digital transformation process, thereby helping to reduce gaps.
• Improve the dissemination of the solutions developed and the strategies implemented, while involving groups and companies and gathering their proposals and initiatives for improvement."

5.2.4. Justice Data Forum

Brief description

DATAfórum is an event dedicated to innovation in the field of justice, constituting a major annual forum where different experts from the administration, institutions and private companies share their experiences on the importance of data as a public good and its influence on innovation in justice.

Objectives

Consecrate data as a means to achieve a more efficient and inclusive society, using all the possibilities offered by proper data management and processing to try to bridge the various gaps that exist and generate great inequality and inequity. The main objective of using data in the public justice service is to improve the efficiency of the justice system through data processing and to design public policies in this area based on the collection of data on judicial decisions. The holding of this type of forum raises awareness of all these initiatives in a collaborative framework between the different actors involved (the judiciary, justice professionals, the private sector, academia, etc.), bringing these new concepts closer to the general public."

5.2.5. Implementation of a tool for document processing and management

Brief description

The implementation of a processor would enable files to be processed electronically, at least in the initial phase, and would also streamline the management of files connected to electronic headquarters applications, registration, signing, notification, etc., by compiling files, facilitating administrative management and automatically entering these files into the single electronic archive.

Objectives

• Implementation of the processor in all units that do not have an electronic processing system or document management tools.
• Integration of the processor with the Archive application."

5.2.6. Robotisation processes for a more efficient public justice service

Brief description

The Ministry of the Presidency, Justice and Relations with the Courts is applying robotisation and automation technology in different areas of administrative and judicial management so that the files involved can be resolved much more quickly and citizens receive better service. This technology is applied to mechanical tasks in processes that can be programmed with predefined rules to be performed quickly and automatically by a robot, without making mistakes. This speeds up the procedure and allows staff to focus on more important and complex tasks. Like all software, the robotisation technologies mentioned here require maintenance processes, and it is therefore essential to have monitoring and maintenance plans led by competent professionals from the AGE or the public administrations that deploy these technologies.

The maintenance processes for these robotisation processes are particularly relevant when there are regulatory changes that affect these processes. In this regard, it would be advisable to create traceability maps between the robots used by the administrations and the regulations, enabling early detection of when a regulatory change affects the processes deployed and, therefore, requires a review of said process. More than 26 process automation lines have been implemented, covering various areas of the administration of justice: expungement of criminal records, management of nationality files, management of judicial proceedings to review support measures for persons with disabilities, processing of pardons, automated management of State Attorney's Office files, automated management of notifications from the Spanish Agency for Tax Administration, automated management of notifications from the Spanish Agency for Tax Administration, automated management of notifications from the Spanish Agency for Tax Administration, automated management of notifications from the Spanish Agency for Tax Administration,- miento judicial de revisión de medidas de apoyo a personas con discapacidad, tramitación de indultos, gestión auto-matizada de expedientes de la Abogacía del Estado, gestión automatizada de notificaciones de la Agencia Española de Protección de Datos, gestión automatizada en las Cuentas de Consignaciones y Depósitos Judiciales (CDCJ), automati-zación de los procedimientos monitorios, reclamaciones de vuelos, etc.

Objectives

• Consolidate the governance of robotic processes through the work carried out by the Automation Centre of Excellence.
• Increase the number of use cases in which robotisation can be applied"

5.2.7. Process automation to reduce processing times for immigration procedures

Brief description

The process automation programme would consist of four major lines of action that are interrelated but not interdependent, so that it is possible to advance at different rates in each of them:
1. Simplify the electronic submission of applications by citizens through a guided system on the electronic headquarters that makes it easier and more accessible for citizens to submit applications and documentation without prior knowledge, without resorting to third parties and without having to travel to administrative offices.
2. Integrate, in the corresponding electronic management application, the receipt of reports and data queries from any public administration that are necessary for the processing of the procedure, replacing manual processes by processing staff, which delay the resolution of applications, with automatic processes.
3. Facilitate, in the corresponding electronic management application, the resolution of applications by processing staff, through automatic processes to verify compliance with the necessary requirements.
4. Implement automatic processes for issuing, signing and notifying documents and resolutions.

Objectives
• Reduce the time taken to process renewals of foreigner authorisations submitted electronically (Mercurio) by automating procedures.
• Facilitate and increase the submission of applications for renewal of foreigner authorisations at the electronic headquarters by simplifying the process.
• Improve the efficiency of the process by reducing the workload per file."