The University uses an artificial intelligence system to support the classification of communications received via Certified Email and managed through the Titulus document management system.
The system analyses the relevant information in the communication, including the subject and, where necessary, the content of attachments, comparing them with the responsibilities of the University’s organisational units as outlined in the official role directory.
The artificial intelligence proposes the organisational unit potentially responsible and assigns a confidence level to the classification.
Uncertain cases—those not meeting the required confidence threshold and communications identified as potentially confidential or sensitive—are subject to human review. The system is designed according to a principle of human supervision and prudent management of doubtful cases.
The artificial intelligence service is used with a Zero Data Retention (ZDR) configuration, which is intended to ensure that the provider does not retain the content transmitted via API beyond the time necessary for the requested processing.
The artificial intelligence supports document management and does not replace the administrative responsibilities of University units or staff.
During the current experimental phase, the system only makes suggestions and does not independently sort documents.