AI Document Search
Ask questions about your meeting documents in plain English and get accurate, cited answers in seconds. Staff reports, resolutions, minutes, agendas — all searchable by AI.
From question to cited answer in seconds
Upload your documents. AI indexes them automatically. Then just ask.
1. Upload Documents
Upload PDFs to any meeting — staff reports, resolutions, contracts, exhibits. Each document is automatically chunked and indexed the moment it’s uploaded.
2. Ask a Question
Type a question in plain English. “What was the fiscal impact of the streetscape project?” or “Summarize the staff report on the zoning amendment.”
3. Get a Cited Answer
AI reads the relevant sections across all your documents and returns an accurate answer with source citations. Every claim links back to the original document.
Built for government documents
AI Document Search understands the structure of municipal documents — resolutions, ordinances, consent calendars, staff reports — and retrieves information with context.
Natural Language Search
No keywords or filters needed. Ask questions the way you’d ask a colleague. “Did we approve the MOU with the fire district?” — and get a direct answer.
Source Citations
Every answer includes citations linking to the original document. Click through to verify — nothing is made up, and every claim is traceable to its source.
Meeting-Scoped Chat
On any meeting detail page, open the AI sidebar to ask questions scoped to that specific meeting’s documents. Perfect for board members reviewing packets before a session.
Automatic Indexing
Documents are indexed the moment they’re uploaded. No manual setup, no batch processing, no waiting. Upload a staff report and it’s searchable in seconds.
Streaming AI Responses
Answers stream in real time as the AI generates them — no spinning wheel, no waiting for a full response. See the answer form word by word, just like a chat.
Multi-Tenant Isolation
Every organization’s documents are completely isolated. Queries only search your organization’s documents — never anyone else’s. Built for government-grade data separation.
Historical Record Intelligence
CivicCA can import historical agendas, minutes, and board records to create a searchable history of an agency's governance decisions.
Public Record Discovery
CivicCA can locate and import meeting records already published on agency websites.
Internal Document Upload
Staff can upload archived agendas, packets, resolutions, or other records stored internally.
Document Scanning
Older paper records can be scanned and added to CivicCA. OCR converts scanned files and image-based PDFs into searchable text.
Search and analyze years of records
Natural Language Search
Search years of records using plain language. AI scans large document collections instantly.
Direct Document Links
Open direct links to the original meeting documents. Download for reports or public records requests.
Compare Revisions
Compare multiple document revisions side-by-side to track changes across meetings.
Example searches:
CivicCA locates the relevant meetings, documents, and decisions within seconds.
Questions your staff actually asks
“What was the vote on the budget resolution?”
“Summarize the staff report for item 7”
“What is the fiscal impact of the park renovation?”
“Did the planning commission approve the variance?”
“What conditions were attached to the CUP?”
“List all contracts approved over $100K this year”
Grounded answers, not hallucinations
Only answers from your documents
AI Document Search uses retrieval-augmented generation (RAG) — the AI reads your actual documents before answering. It never invents information. If the answer isn’t in your documents, it says so.
Every query is logged
All searches are recorded in an audit log with timing, the chunks retrieved, and the answer generated. Full transparency for records requests and compliance reviews.
Municipal document intelligence
The chunking engine understands government document structure — section headers, resolution numbers, consent calendar items, exhibit labels. Documents are split intelligently so the AI retrieves complete, contextual passages rather than arbitrary fragments.
A dedicated AI search page to query across all documents in your organization, with optional meeting and body filters.
A collapsible AI chat panel on every meeting detail page, scoped to that meeting’s documents. Ideal for pre-meeting board packet review.
Stop digging through PDFs. Just ask.
AI Document Search is included on every CivicCA plan. Upload your documents, ask questions, get cited answers — no extra cost, no per-query fees.