More time for the facts, less time on the file.
Spoken on site. The note is in the case file.
Scrypa Public structures your spoken case documentation into file notes, site visits and hearings and transfers it into your case management system and digital records.
Case officers in building control, public order, environmental and heritage teams, in citizen service centres and housing benefit offices, together with field inspectors and department heads.
„Site visit at 14 Linden Street, the owner and the architect were present, the dormer has been built two metres wider than approved, proof of the boundary distance is due by 30 September.“
Structured output
- Visit and participantsSite visit 14 Linden Street, owner and architect present
- FindingDormer two metres wider than approved
- Next stepProof of the boundary distance by 30 September
At the site visit
spoken while the facts are still in front of you instead of days later from memory
Mandatory details
participants, findings and outcome along the catalogues of administrative procedure
Inside the EU
processed and stored exclusively in data centres within the EU
The daily reality
The site visit was this morning, the note arrives on Friday.
An inspection in the morning, two hearings in the afternoon, the public counter in between. The note is written later, often days later, from scraps of paper and memory. Whatever is lost along the way is missing from the reasons, from the deadline checks and from the file that gets opened when an appeal comes in.
Why a dedicated Scrypa Public
Scrypa Public is deliberately not the minuting tool for the council chamber. It covers the daily case documentation, from the file note through the site visit to the hearing, structured along the catalogues of German administrative procedure and written back into the system where the file is actually kept.
Why it matters
When the appeal arrives, the note decides, not the memory.
Section 39(1) sentence 3 of Germany's Administrative Procedure Act is one of the quietest rules in administrative procedure and one of the most consequential: where a decision involves discretion, the reasons should also show the considerations the authority started from when exercising that discretion.
Those considerations arise in the moment of the decision, at the site visit, in the conversation, while weighing two defensible routes against each other. They are often written up days later, when the case is already five cases further on. If an appeal comes in months afterwards, it is not the case officer's memory that decides but the note in the file.
Scrypa Public moves the moment. The officer speaks what she established and weighed while it is still fresh. What follows is a structured draft along the mandatory details, which she reviews, corrects and approves before it enters the case. The weighing itself stays with her.
What is not captured in the moment of the decision cannot be made up for once the appeal is on the desk.
Offers
What Scrypa Public takes off your plate.
„I speak the note while I am still on the plot, before I get back in the car. On Friday I no longer have to reconstruct what the owner promised.“
Answered honestly
What departments, data protection officers and staff councils really ask before they decide.
This is about case files that have to hold up on appeal and in the administrative courts, and about a procurement that will be examined. So here is what Scrypa Public does and what it explicitly does not do, side by side.
Does this replace our council minutes?
What Scrypa does
Scrypa Public covers the case: file notes and records of conversations, site visits and inspections, hearings, notes on discretionary reasons and resident enquiries, structured and returned to the case system.
What Scrypa does not do
No, and we say so plainly. Scrypa Public is not a meeting service and produces no minutes for the council, the county assembly or a committee. Specialist tools attached to your council information system do that, and for the meeting they remain the better choice.
Does the AI decide on applications or exercise discretion?
What Scrypa does
Scrypa Public records which considerations the case officer named, with date, participants and outcome, and places them into the fields of the note. Nothing beyond that.
What Scrypa does not do
Scrypa Public exercises no discretion, assesses no applications and drafts no decisions. There is no recommendation on the outcome, no scoring and no legal advice. The weighing stays entirely with the case officer.
Does the unreviewed transcript become part of the file and therefore disclosable?
What Scrypa does
The unreviewed transcript and the suggestion are a draft. Under Section 29(1) sentence 2 of the Administrative Procedure Act the right of file access does not extend to drafts of decisions and the work directly preparing them until the procedure is concluded. Only the version the officer has reviewed and approved enters the case.
What Scrypa does not do
Scrypa Public files nothing on its own and never turns a draft into part of the record without approval. Whether an individual document is disclosable in a specific case is decided by your authority, not by the software.
How does the note reach our system, and where is the data held?
What Scrypa does
Depending on the system, as a direct transfer through an available interface, as a structured handover for import, or as reviewed text that the officer pastes into the digital record. Processing takes place in data centres inside the EU, encrypted in transit and at rest, under a data processing agreement pursuant to Article 28 GDPR.
What Scrypa does not do
Scrypa Public does not replace enaio, d.velop, regisafe or Prosoz and does not require a system change. We do not promise a deep integration up front. Which level is possible for your authority is something we clarify before the start.
Does this fit our procurement, and what does data protection need?
What Scrypa does
Before you decide you receive the data processing agreement, the technical and organisational measures, the list of sub-processors and a prepared data protection impact assessment as versioned documents. For public bodies the legal basis for processing is usually Article 6(1)(e) GDPR.
What Scrypa does not do
We carry no seal under the German federal cloud criteria catalogue C5. Compliance with that catalogue is attested by public auditors, an attestation is not a certification, and we state openly where we stand in that process. Nor do we take the involvement of your staff council off your hands.
This is where things stand today. The data processing agreement, the technical and organisational measures, the list of sub-processors and the prepared data protection impact assessment are provided before the start, in time for your procurement and data protection review. Whatever is still being built is named openly.
Secure & compliant
Duty to investigate (§ 24 VwVfG)
Under Germany's Administrative Procedure Act the authority establishes the facts of a case of its own motion. What was seen and said at a site visit therefore only carries the case if it was written down. The templates walk through participants, findings and outcome so the investigation stays visible in the file.
Right to be heard (§ 28 VwVfG)
Before an administrative act that interferes with someone's rights, the party must be given the opportunity to comment on the facts relevant to the decision. The hearing template records what the party was told, what they submitted and which deadline was set.
Reasons and discretion (§ 39 VwVfG)
The essential factual and legal reasons must be given, and where a decision is discretionary the reasons should also show the considerations the authority started from. The discretion note collects exactly those considerations in the moment they arise.
Data protection and procurement
Processing and storage take place exclusively in data centres within the EU, under a data processing agreement pursuant to Article 28 GDPR. The procurement documents are kept versioned and ready, and on the German federal cloud criteria catalogue C5 we are precise about what it is: compliance is attested by public auditors.
Fits into your Case management system
- Integration with digital records and case systems such as enaio, d.velop, regisafe and Prosoz
- File notes and records of conversations straight after the contact, even offline
- Site visits and inspections with participants, findings and deadline
- Hearings before a decision and notes on the reasons behind a discretionary decision
- Learning AI with the working language of local government
Experience Scrypa Public live.
Case officers in building control, public order, environmental and heritage teams, in citizen service centres and housing benefit offices, together with field inspectors and department heads.
FAQ
Still have questions?
No. Minuting council, county and committee meetings is served by specialist tools attached to your council information system, and that stays as it is. Scrypa Public covers the daily case documentation: file notes, site visits, hearings and resident enquiries.
No. Scrypa Public transfers the reviewed entry into the system you already run, for example enaio, d.velop, regisafe or Prosoz, and complements it. No system change is required.
No. Scrypa Public documents, it does not decide and does not judge. It writes no decisions, gives no legal advice and proposes no outcome. What it records is which considerations the case officer named.
Yes. The system is built for terms such as case, hearing, prohibition of use, boundary distance or deadline, and turns them into a draft that you review and approve. During onboarding we add the terms and abbreviations used in your own authority.
Yes. Capture works without a continuous connection, on the plot, in a stairwell or in the pool car, and syncs as soon as a signal is available again.
No. The unreviewed transcript and the suggestion are a draft, and under Section 29(1) sentence 2 of the Administrative Procedure Act the right of file access does not extend to drafts of decisions and the work directly preparing them until the procedure is concluded. Only the approved version enters the file.
Processing and storage take place exclusively in data centres within the EU, encrypted in transit and at rest. Before the start you receive the data processing agreement under Article 28 GDPR, the technical and organisational measures, the sub-processors and a prepared data protection impact assessment.
The recording is a means to an end, not an archive. After transcription the audio file is deleted, and retention periods can be set in the contract. Your content is not used for cross-customer model training by default.