#Japan #AI Technology #DIVX #Chiryu #Chiryu City

Introduction

In a significant step towards digital transformation (DX) in local government, DIVX, a Tokyo-based tech company established in 2021, has announced an innovative partnership with Chiryū City in Aichi Prefecture. This collaboration aims to implement a proof of concept (PoC) focusing on the use of generative AI to streamline administrative inquiries related to contract management. Starting on December 1, 2025, this trial is set to enhance the efficiency of internal communication regarding contract procedures within the city government.

Background of the Initiative

The necessity for this AI trial stems from the complexities surrounding contract management in local government, which demands adherence to strict laws and guidelines. Chiryū City deals with about 250 files pertinent to its contracting processes, comprising manuals, rules, and various administrative documents that can often be cumbersome and time-consuming to navigate. With frequent personnel turnover every three to five years, newly assigned staff often face challenges in understanding the nuances of these regulations, leading to excessive time spent searching for crucial information.

Recognizing these inefficiencies, DIVX leverages the Ministry of Internal Affairs and Communications’ Regional Activation Entrepreneur Program to address local challenges by dispatching its employees to Chiryū City. The program aims to promote online applications and the use of AI chatbot services, enhancing the overall administrative workflow.

The Proof of Concept Details

Goals of the Project

The primary aim of this proof of concept is to enhance the efficiency of internal inquiries regarding contract management by utilizing AI technology. It seeks to:
1. Integrate diverse contract-related documents using RAG technology to enable AI to provide accurate responses.
2. Optimize document structures and initial fine-tuning to maximize the usefulness of generative AI for administrative tasks.

Target Users

The PoC is designed for approximately 30 to 40 core users, primarily staff members responsible for contract management, out of a larger group of around 320 office workers. It targets about 224 individuals who may engage with contract administration tasks.

Technical Framework

The backbone of this initiative is the GAI Engine (currently pending trademark registration), specifically tailored to suit the needs of local government operations. The RAG system will be engineered to enable seamless reference to the 250 internal documents related to contract management, ensuring that AI can respond accurately to inquiries.

Duration and Implementation Timeline

Set to run from December 1 to December 26, 2025, the proof of concept will rigorously evaluate the effectiveness of AI in real-world scenarios within Chiryū City.

Anticipated Outcomes

This innovative trial aims to achieve several critical outcomes for the city:

• - Reduced wait times for responses to inquiries, allowing staff to access rule clarification promptly.
• - Automation of document searches, significantly decreasing the time and effort required for staff to locate information across various documents.
• - Alleviation of the burden on specialized departments that often handle a high volume of inquiries from across the government.
• - Establish a secure environment for AI usage in managing sensitive administrative documents.

Future Outlook

The insights gained from this proof of concept will play a crucial role in refining DIVX’s AI support services tailored for local governments. As Chiryū City plans to implement AI services by the end of 2025, the lessons learned here will guide data collection for solid decision-making on full-scale AI deployment across various municipal operations. Collaboration will also be sought with other municipalities to extend the scope and benefits of the technology beyond contract management.

DIVX: Company Overview

Founded in 2021, DIVX is a creative company specializing in software development and solutions leveraging AI technology. By establishing a framework for comprehensive DX support—from consulting to service development—the company is dedicated to enhancing business agility and responsiveness through advanced AI capabilities. Recognized as an AWS Select Tier Services Partner since 2022, DIVX’s expertise in cloud services further underscores its commitment to delivering effective solutions in the digital age.

For more information, visit DIVX's official website.

Conclusion

Overall, the partnership between DIVX and Chiryū City marks a progressive approach to harnessing AI for improving local government operations. As this initiative unfolds, it signifies a promising step toward a more efficient, responsive, and digitally empowered public service.